Speed Up Mac and iOS Typing with Text Expansion

ByMike Moffit

Silicon Valley thinks everyone wants to delegate writing to AI, which is why Apple Intelligence constantly suggests replies for you in Messages and Mail. But there’s an excellent way to supercharge your typing speed without sounding like a chirpy chatbot or resorting to teenage texting abbreviations: text expansion.

Text expansion speeds up typing words or phrases that you use regularly, and it’s especially helpful for character combinations that your fingers find awkward—just try touch-typing “Hyundai IONIQ 5” or “acetaminophen.” Apple has long offered text expansion capabilities in macOS, iOS, and iPadOS, and third-party utilities take them even further.

Configuring and Using Text Expansion

To configure the built-in text expansion on the Mac, look in System Settings > Keyboard > Text Replacements; in iOS and iPadOS, go to Settings > General > Keyboard > Text Replacement. In each, a text replacement consists of a shortcut and a replacement phrase.

Then, in almost any app, type the shortcut, followed by a space or a punctuation character, and its phrase will replace it. If text expansion doesn’t work in a Mac app like Mail or Safari, make sure Edit > Substitutions > Text Replacement is selected.

If you’re signed into the same Apple Account on all your devices, text expansions sync between them automatically. So, you can type omw and tap the Space bar to have “On my way!” typed out for you, regardless of what device you’re using.

Tip: To create replacements more quickly, you can export a list of text replacements, edit the list, and re-import it; Apple provides instructions. This export/import capability also lets you share text replacements with someone else.

What Text to Expand

Replacements can be as short or long as you like—up to about 1900 characters—and can contain anything you can type from the keyboard, including spaces, returns, symbols, accented characters, and emoji. It can be hard to know where to start, but once you try text expansion, possibilities quickly become obvious. A few common categories include:

  • Your email address, phone number, and postal address
  • Boilerplate text for common email replies (“To subscribe to our mailing list…”)
  • Email signoffs (“Sincerely, your close personal Internet friend…”)
  • Frequently shared URLs or email addresses (https://www.apple.com/feedback/)
  • Long scientific, medical, or technical terms (esophagogastroduodenoscopy)
  • Proper nouns with unusual spelling, capitalization, or accents (Zoë Saldaña)
  • Words you consistently misspell or mistype (teh)
  • Unix commands with arguments (ls -la)

Shortcuts are usually shorter than their replacements, but you can also use text expansion to simplify entering individual characters that are hard to access.

  • Commonly used emoji (🙄 or 👍)
  • Special characters (½ or →)

One helpful convention is to start shortcuts for special characters with a colon. For example, :roll for 🙄 or :tu for 👍. The colon prefix makes these shortcuts easy to remember and prevents accidental expansions. Make sure not to create shortcuts that you’ll also want to type normally. It might seem like a good idea to use mm for “Mickey Mouse,” but that will get in the way of writing about 35mm film.

Third-Party Text Expansion

With such a useful feature built into macOS and iOS, why would you want to spend money on a third-party utility like TextExpander (macOS and iOS), Typinator (macOS and iOS), or TypeIt4Me (macOS)?

Apple’s built-in text expansion works well for most everyday uses, but it has some limitations—its interface is cramped, it doesn’t work in every app, and you can’t include formatted text or images in your expansions. Third-party utilities fill those gaps.

They can include styled text and graphics in expansions, insert the current date and time, respect case when expanding abbreviations, include the contents of the clipboard in expanded text, automatically fix common typos, and much more.

So think about which bits of text you might want to expand automatically, and give Apple’s built-in text expansion feature a try today! If it seems constraining after a while, a third-party app can take text expansion to the next level.

(Featured image generated by Adam Engst with ChatGPT)

Social Media: Tired of typing the same email address, phone number, or tricky words over and over? Text expansion on Mac and iOS can save you keystrokes every day.

Similar Posts

  • Prep Your Tech for Travel

    Long ago, to get ready for a trip, we’d mostly make sure we had our plane tickets, books and magazines to read, and…

  • CES Random Thoughts

    I talked a bit about the big Consumer Electronics Show last week and it is rapidly fading in the rearview mirror. I have gone to this show every year for the past decade or more. We actually exhibited our Chill Pill speakers and Hammerhead products at one CES but mostly I have come as a “buyer” to look for new products and trends.

    The Las Vegas convention center is a gigantic venue and the CES show spills out into the parking lot in front but also into some of the surrounding hotels and resorts. The Sands convention center was the second largest and housed some of the more interesting booths. This was the location for 3D printing, health care, fitness, home automation, robots and drones. There were sophisticated baby monitors, constant reporting thermometers, implanted blood glucose monitors and even a company that sold wireless sensors that monitor your soil’s nutrients and moisture. Home automation was huge with several competing standards vying to challenge Apple’s HomeKit. This year more companies were showing HomeKit compatible products so I think that Apple’s vision of your interconnected home is not far off.

    There are lots of ways to move from the Sands over to the LVCC but the best way is the free buses offered by CES. Cabs and the monorail are possible but the buses seem to be the fastest and they are free and comfortable. For me it was a great way to rest my weary feet for a few minutes before going to the other venue to continue walking through the crowds. At the convention center there are three main halls and the international pavilion over at the Westgate (formerly, Hilton). The Center hall is dominated by the big guys with gigantic booths for Samsung, Intel, LG and others. Those booths are usually mobbed so I quickly walked through to check out the TVs and moved on. The North Hall is where the iLounge was born and products for iPad and iPhone dominate that section. The biggest part of the North Hall, however, was the Auto section with concept cars being shown my several manufacturers including Ford, Audi, Mercedes and new electric car upstart Faraday.

    In the past several years the iLounge area and the international area were dominated by all sorts of cases for iPhones and iPads. This year there were a few in each section but cases were definitely not the dominate category. Over at the international pavilion there were lots of hover boards but unlike previous years, demos of the scooters were restricted to the booth area. Nevertheless, all sorts of scooters were being shown. I searched for interesting USB-C products and found some hubs that were not quite ready for prime time and a bunch of cables. I did see the USB-C displays that incorporate a hub and that could be the real solution for the office set-up for the USB-C equipped MacBook.

    I never seem to be able to coordinate my meetings by hall. It seems that I’ll have one meeting in the North Hall, the next in the South Hall and then another back at the hotel. I rode the buses a lot and got to see the whole show floor that way.

    I did find some interesting products that we may add to our offerings, and had some great meetings so it was worthwhile to visit this show that is a window on future technology.