Using Text Shortcuts to Save Time and Improve Communication

The amount of time and communication done with our phones continues to grow significantly each year. It seems like I spend more time crafting emails and messages on my phone these days than on a computer. In order to strive to become even more efficient. I have began utilizing message and texting shortcuts from my phone in order to cut down the time crafting these messages and spelling errors in the messages and emails I send.

Text shortcuts are simple and customizable tools that allow you to replace long phrases or words with a much shorter input. With a little setup, you can streamline your communication, save time, and increase productivity. Here’s how you can set up and use text shortcuts on both Android and iPhone devices to help you streamline your communication in the year ahead.

Why Use Text Shortcuts?

1. Save Time: Instead of typing out the same sentence or phrase every time, you can use a shortcut to type it instantly.
2. Reduce Errors: You can create shortcuts for common phrases, minimizing the chance of spelling mistakes.
3. Improve Efficiency: Text shortcuts allow for faster responses, which is particularly useful for busy professionals or anyone looking to improve their workflow.

Now, let's walk through the steps for setting up and using text shortcuts on both Android and iPhones.

How to Set Up Text Shortcuts on Android

Android devices give you the ability to create text shortcuts that will work across all your apps. Here’s how to set them up:

Step 1: Open Settings

• Go to your phone’s Settings app.

Step 2: Access the Language and Input Settings

• Scroll down and tap on System.
• Then, tap Language & Input.
• Under Keyboards, select Virtual keyboard and then choose Gboard (or whatever keyboard app you are using).

Step 3: Select Text Shortcuts

• Tap on Text correction.
• In the list of options, find Personal dictionary and select it.

Step 4: Add New Shortcuts

• You’ll see a list of all your custom shortcuts. To add a new one, tap the + sign at the top-right.
• Enter the phrase you want to shorten in the Shortcut field (e.g., "Thanks for your email. Let me know if you have any questions."), and then enter your shortcut (e.g., "t4yem").
• Tap Save to store the shortcut.

Step 5: Use Your Shortcuts

• The next time you type the shortcut in any app, Gboard will suggest the full phrase, and you can tap it to insert it instantly.

How to Set Up Text Shortcuts on iPhone

Setting up text shortcuts on an iPhone is easy. The iPhone’s built-in text replacement feature works across all apps and can help you quickly insert common phrases.

Step 1: Open Settings

• Go to the Settings app on your iPhone.

Step 2: Access Keyboard Settings

• Scroll down and tap on General.
• Then, tap on Keyboard.

Step 3: Add a Text Shortcut

• In the Keyboard settings, tap on Text Replacement.
• Tap the + icon in the upper-right corner to add a new shortcut.

Step 4: Set Up Your Shortcut

• In the Phrase field, type the full phrase you want to use (e.g., "Thanks for your email. Please let me know if you have any questions.").
• In the Shortcut field, enter a short, easy-to-remember shortcut (e.g., "t4yem").
• Tap Save to store the shortcut.

Step 5: Use Your Shortcuts

• In any app, just type the shortcut, and your iPhone will automatically suggest the full phrase. Tap the suggestion to insert the full text.

Best Practices for Using Text Shortcuts

1. Create Shortcuts for Common Phrases: Think about the phrases you use most often, whether in work or personal communication, and create shortcuts for them. Phrases like your email signature, greetings, or common responses can all be shortened for quick use. I typically look at 10 to 20 of the last emails or texts I sent, and write down common phrases. This gives me a great start in creating a shortcut.
2. Keep It Simple: The key to effective text shortcuts is choosing memorable and unique abbreviations. Make sure your shortcuts are easy to remember and not likely to be mixed up with other words.
3. Customize for Efficiency: Don’t limit yourself to just text. You can create shortcuts for links to websites, email addresses, or even entire paragraphs of text that you use frequently.
4. Use the Feature Across Apps: Both Android and iPhone text shortcuts work across a variety of applications, including messaging, email, social media, and even note-taking apps. This ensures your shortcuts can be used everywhere.
5. Review and Update: Over time, your communication habits may change. Regularly review your shortcuts and update them as needed to keep them useful.

Text shortcuts are a simple yet powerful tool to help you communicate more efficiently and save valuable time. By setting up shortcuts for your most-used phrases, you’ll be able to focus more on your message and less on typing. Whether you're using an Android device or an iPhone or IPad, the process is straightforward and will quickly become second nature. Give it a try and see how much faster and easier your communication can be!