The Tiny Time-Saving Trick That Adds Up to Hours of Extra Writing

Ah, keyboard shortcuts—the secret sauce that transforms a writer’s workflow from a clunky tricycle ride into a sleek, high-speed chase. If you’re still dragging your mouse around like it’s 1995, it’s time for an upgrade. Embracing keyboard shortcuts isn’t just about shaving seconds off tasks; it’s about reclaiming your creative flow and keeping those brilliant ideas from evaporating while you hunt for the “Paste” option.

The Time-Saving Magic of Shortcuts

Imagine typing your name. Take mine, for example: “Tracy Cooper-Posey.” Even at a brisk pace, that’s a few seconds each time. Multiply that by the number of emails, documents, and forms you fill out daily, and you’re looking at hours lost each month to repetitive typing. By setting up a simple shortcut or text expansion, you can insert your full name with a couple of keystrokes, freeing up time for actual writing—or, you know, a well-deserved coffee break.

I’ve talked before about “Don’t Click Away” as a tactic for keeping the words flowing while you’re writing. Learning keyboard shortcuts will also minimize mental distractions like looking for the Paste key, or the Italics key, which can halt the flow of the story in your mind.

Keyboard shortcuts and their big cousin, text expanders, can save time beyond just when you’re writing. They can help automate a bunch of repetitious tasks.

Built-In Keyboard Shortcuts: Your New Best Friends

Both Windows and macOS come equipped with a plethora of keyboard shortcuts designed to make your life easier. Here are some essentials every indie author should have in their toolkit:

• Text Editing:
  • Ctrl + A (Windows) or Command + A (Mac): Select all text.
  • Ctrl + C or Command + C: Copy selected text.
  • Ctrl + V or Command + V: Paste copied text.
  • Ctrl + X or Command + X: Cut selected text.
  • Ctrl + Z or Command + Z: Undo the last action.
  • Ctrl + Y or Command + Shift + Z: Redo the undone action.
• Navigation:
  • Ctrl + Right Arrow or Option + Right Arrow: Move the cursor to the beginning of the next word.
  • Ctrl + Left Arrow or Option + Left Arrow: Move the cursor to the beginning of the previous word.
  • Home or Command + Left Arrow: Move to the beginning of the line.
  • End or Command + Right Arrow: Move to the end of the line.
• System Commands:
  • Alt + Tab (Windows) or Command + Tab (Mac): Switch between open applications.
  • Ctrl + S or Command + S: Save the current document.
  • Ctrl + P or Command + P: Print the current document.

One of the commands I use multiple times a day (for Windows) is: Shft + Alt + <up or down arrows>. Teach yourself this one and remember it, because as a writer, you’ll find it insanely useful. What it does is move the entire paragraph your cursor is in up or down your document, a paragraph at a time. This works in text editors, notebook apps, etc. You’ll quickly figure out where and when you can use the command, because it’s that useful.

For a more comprehensive list of all native shortcuts, you can refer to Microsoft’s official documentation for Windows [support.microsoft.com] and Apple’s support page for macOS [support.apple.com].

Supercharge Your Workflow with Enhanced Shortcut Apps

If the built-in shortcuts are the appetizers, then third-party shortcut apps are the main course. These tools allow you to customize and create shortcuts that can perform complex tasks, from opening specific programs to automating repetitive actions. Here are some standout options:

• AutoHotkey (Windows): This free, open-source scripting language enables you to create custom shortcuts for virtually any task, such as launching applications, automating keystrokes, and even creating complex macros. It’s a powerhouse for those willing to invest a bit of time to learn its capabilities. Autohotkey.com/
• Alfred (Mac): A productivity application that boosts efficiency with hotkeys, keywords, text expansion, and more. Alfred allows you to control your Mac using customized shortcuts and automate tasks to streamline your writing process. Alfredapp.com/
• CheatSheet (Mac): Ever forget a shortcut? CheatSheet displays a list of all active shortcuts for the current application, helping you learn and utilize them without breaking your workflow. Cheatsheet-mac.en.softonic.com/mac

Cool Things Keyboard Shortcut Apps Can Do for Writers

These enhanced shortcut apps aren’t just about saving time; they’re about enhancing your writing experience. Here are some nifty tricks they can perform:

• Text Expansion: Assign shortcuts to frequently used phrases, signatures, or even entire email templates. For example, typing ;sig could automatically expand to your full signature, complete with contact information. This is super handy if you use a pen name, or even several of them. Most email programs only keep one signature file for you.
• Automate Repetitive Tasks: Set up macros to handle routine tasks like formatting text, applying styles, or inserting boilerplate content. This ensures consistency and frees up mental energy for creative endeavors.
• Launch Applications and Open Files: Assign shortcuts to open your writing software, research folders, or even specific documents, reducing the time spent navigating your system. For example: if you (like me) at the start of your writing session open your writing software, your notebook software, a timer, and a timesheet, you can assign them all to one command.
• Clipboard Management: Keep a history of copied items and access them via shortcuts, allowing you to paste previously copied text without cycling through applications.
• Window Management: Arrange your workspace with shortcuts that snap windows into predefined positions, helping you organize research materials alongside your manuscript without dragging and resizing. You can also shut down all the distracting programs at the start of your writing session and vice-versa.

By integrating these tools into your daily routine, you can transform your writing process into a seamless, efficient operation. Remember, the goal isn’t to memorize every shortcut overnight but to gradually incorporate them as you discover which ones align best with your workflow. Start small, stay consistent, and watch as those saved seconds turn into hours of productive writing time.

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