There are times when we have to repeat ourselves. Not because no one is listening, but rather because we’re faced with similar situations that require the same responses. As an educator, this happens often. For example:
- The “Oxford comma” is required unless you’re a journalist or British; this is the comma that appears before the conjunction (e.g., and) in a list of items. For more information about the Oxford comma, see: https://www.grammarly.com/blog/what-is-the-oxford-comma-and-why-do-people-care-so-much-about-it/
- Thanks for contacting me! The final project is due May 7, 11:59 p.m. EST. The requirements are noted in the classroom, under the Final Project icon in Unit 9. Please review the requirements, rubric, and sample and then email me if you have any questions about what is required. Late submissions are not accepted.
- APA citation format requires the title of the periodical to be italicized in the full-citation. The title of the periodical should appear after the title of the article. Also noted after the periodical title is the volume number and the issue number.
I suspect educators and parents can relate to this situation where the exact same text needs to be conveyed multiple times (often, to the same individual). I can envision a Human Resources representative needing to often cite policy in email responses (e.g., “As noted in the Employee Guide, dress code does not permit open-toe shoes, including sandals, flip-flops, peep-toes, or worn out Converse shoes. It was brought to my attention that you have violated dress code, which resulted in this written warning.”) Other professionals in the fields of medicine, law, business, and IT may often need to reproduce the same text in emails/letters, reports, contracts, or websites/software.
If you have situations where you need to repeat yourself in writing (i.e., typing), then I would recommend investing in PasteItIn or TypeItIn. This software is not free, but it’s affordable. Mac has similar software, TextExpander, but I own PCs and didn’t find the PC version very user friendly. If you’re familiar with macros in Word, then it’s the same concept, but works on all forms of text-driven software (e.g., email, PPT, Internet forms, etc.).
What does this software do? It sets on your desktop as a list of labeled buttons that you create. Clicking a button will insert text that you’ve associated with that button. You can change the coloring of the buttons so each will stand out in a glance. You can also create groups of buttons; for example, all of the grammar buttons are listed together, while all the responses to emails are in another group. The grouping prevents the button list from getting too long or confusing. Unlike macros or TextExpander, this software does not rely on “hot keys” (i.e., pressing a combination of keys to get a response, such as Ctrl+A) or a partial word that triggers a response (i.e., typing oxf would insert the Oxford Comma text). I’m not a big fan of either of these methods because I either need to remember the hot key combination or I may accidentally get the Oxford Comma text when I’m typing Oxford University.
There are drawbacks (with the version I own), but the tool is simple and cheap, so the drawbacks are within reason and may have been addressed with more recent version. You cannot rearrange the buttons once they’re created, though you can copy or move them to different groups. Also, links are not active when inserted into certain situations (e.g., gradebook comments). Another issue with the tool is if you have too many groups, then it gets difficult to scroll down the list of groups in the dropdown box; I have have a scroll wheel on my mouse, which circumvents the difficulty.
I purchased TypeItIn many years ago, and it functions just fine for my needs. Although I like seeing my text typed out character by character, it’s probably a better option to go with PasteItIn (as it takes less time to insert text by pasting the whole text at once).