Anyone who has heard me talk about OS X knows how much I love Text Expander. With Text Expander I can create short text snippets that, when typed, expand out to larger chunks of text. It saves me tons of time typing.
I use it everywhere but today, I’m going to share with you some things that I do to make managing email easier.
Expand common email responses
If you find yourself frequently sending the same email responses to your readers build a snippet library of canned responses.
This is especially helpful if you are running a help desk.
You can personalize the message by using either fill-ins or just moving the cursor to a spot that you want to personalize.
Dear %filltext:name=Name%, Thanks for contacting support. I'm happy to help you with your question. %| Regards, Your Friendly Support Team
This snippet will prompt you for a name, type some pre-canned text and then drop the cursor at the bottom of the message so you can customize it.
Expand my signature
In general, I always use the same signature. So I setup a snippet that will expand out my signature after I type the closing like so:
Text Expander would just expand the snippet to this:
Regards, Joe C XXX-XXX-XXXX http://www.linkedin.com/in/joecotellese
You might wonder why I use the beginning of the closing rather than a unique abbreviation? It’s because then, I don’t actually even have to remember to type the abbreviation. It just works for me as I’m typing. This realization has saved me countless hours of time.
Expand my email address
Like the snippet above, I create Text Expander snippets that use the name part of my email to expand my entire email address. So, if your email address is [email protected] create the [email protected] snippet and set the abbreviation to foo@
I often want to go back and search my GMail account by time but I never remember the syntax. I created these snippets to make things easier for me to remember.
This snippet returns everything in the last year.
This snippet returns everything in the last 30 days.
I use this snippet to show all of the unread messages in my inbox.
Use this snippet to find large attachments over a certain size. I chose 10 megabytes
So there you have some of my tips for getting email under control with Text Expander. I’d love to hear how you use Text Expander to make your life easier.