When I first started transcribing, my typing speed was 82 words per minute. No matter how much I practiced, I just couldn’t seem to get any faster than that. I quickly realized that my income was limited to my top typing speed. My average turnaround time was four hours for every one hour of audio and I could only get so much transcription done in one day. Then, I discovered a tool that reduced my turnaround time to less than two hours for every hour of audio! That tool is called text expander software.
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What Are Text Expanders
Basically, a text expander simplifies and accelerates repetitive typing. Text expansion software allows you to create a list of text shortcuts or abbreviations and their corresponding expanded text. When you type the shortcut, the text expander automatically replaces it with the associated full text. By typing a few characters and allowing the text expander to replace it with full sentences or paragraphs, you’re saving keystrokes and a ton of time. The best text expanders allow you to customize your shortcuts, allowing you to create shortcuts that are easy for you to remember. They can also be used across multiple platforms, allow you to import and export your shortcuts from other programs, and offer templates or allow you to create your own. Good text expanders will also allow you to format your expanded text to match your style guide. I find this particularly helpful when serving multiple clients who each have their own requirements.
Why Use Text Expanders for Transcription
For transcription, text expanders work best for transcripts that must include prescribed dialogue, like legal disclaimers, instructions, or boilerplate statements. For example, if you typically transcribe meetings that begin with, “The meeting was called to order,” a shortcut for this sentence consisting of just two keys would prevent you from typing out the whole sentence in each transcript.
With a text expander, you’re only typing a few characters instead of an entire sentence or paragraph, so the time savings is huge. You can easily double your typing speed, which allows you to get more done in less time with less work! Another great benefit of using a text expander is reduced errors, which reduces the number of corrections you’ll need to make when proofreading, again saving more time. Consistency is key in transcription and with a text expander, your inserted content will be exactly the same every time. This improved efficiency provides you with the opportunity to complete more jobs in less time, which means you’re able to make more money.
How to Use Text Expanders for Transcription
Text expanders are quite easy to set up and customize. The specific steps may vary slightly depending on the text expander software you choose. Always refer to the software’s official documentation or help resources for detailed instructions tailored to that particular application. However, the process will be about the same with all text expansion software.
I use Text Blaze, a free and fully customizable text expander that automatically works in the background on my desktop across all the platforms I use. There is a paid version of Text Blaze, but the free version is all I need for transcription. I’ll show you step-by-step how to set up a text expander, using Text Blaze as an example.
Step 1: In your browser, go to Text Blaze to download and install Text Blaze for Windows. You can also get a Chrome extension, but the extension only works in your browser. Text Blaze for Windows will work in your browser, in Word, Adobe, Slack, Zoom, and any other platform you use on your desktop.
Step 2: Create a free account and log in to Text Blaze.
Step 3: Create your first snippet (shortcut). You can follow the on-screen tutorial in Text Blaze, but if you just want a quick how-to, follow my instructions below by clicking on Next.
Step 4: Continue creating shortcuts by repeating the steps above.
Step 5: Start typing your shortcuts as you transcribe!
Why I Love Text Blaze for Transcription
I love the ability to organize my snippets into folders. I have one folder for each client, but you could also organize your snippets by style guide (ex: MLA, AP, AMA) or transcription type (ex: hearings, meetings, lectures). Text Blaze also offers done-for-you snippets that you can import directly into your account. You can even create dynamic snippets that contain formulas and variables. If you have a team of transcriptionists, I recommend you look into Text Blaze for Business, which is not free but allows you to share snippets with your entire team for optimum consistency across your organization.
Personally, Text Blaze text expander has been crucial to my transcription career and I know I could not make nearly as much money with it. There are a lot of good text expanders out there, so if Text Blaze is not a good fit for you, try something different. Just promise me that you’ll try a text expander! I guarantee text expander software will shorten your turnaround time if you set it up properly and use it consistently. If you’ve already used text expander software, comment below and share with other readers which text expanders you’ve tried and which ones you recommend.
