Tutorials

FlashWrite is a text expansion utility for macOS that helps you type faster by automatically replacing abbreviations with longer text snippets. For example, you can type "addr" and FlashWrite will instantly replace it with your full address. FlashWrite works in any application on your Mac - text editors, email clients, web browsers, and more. It monitors your typing and automatically expands abbreviations as you type.

1. First Launch

When you first launch FlashWrite, you will see a welcome screen that guides you through the setup process. The welcome screen appears automatically on your first launch. The welcome screen has four steps:

1. Welcome - Introduction to FlashWrite

2. How It Works - Explanation of text expansion

3. Accessibility Permission - Required system permission

4. You're All Set - Ready to start using FlashWrite

 

2. Granting Accessibility Permission

FlashWrite requires accessibility permission to monitor your typing across all applications. This is a macOS security feature that protects your privacy. To grant permission:

1. When prompted, click "Open System Settings"

2. Navigate to Privacy and Security in System Settings

3. Click on Accessibility

4. Find FlashWrite in the list and toggle the switch to enable it

5. Return to FlashWrite and click "Refresh Status" to verify the permission was granted

Without this permission, FlashWrite cannot monitor your typing and text expansion will not work.

 

3. Accessing FlashWrite

FlashWrite runs in your menu bar. Look for a pencil icon in the top-right corner of your screen. Click this icon to open the FlashWrite menu. The menu shows:

- Status indicator showing if FlashWrite is active

- Sentences Manager option

- Quick Access to your most recent sentences

- About option

- Quit option
 

4. Creating Your First Text Expansion

A text expansion consists of two parts:

1. Abbreviation - The short text you type (e.g., "addr")

2. Content - The longer text that replaces it (e.g., your full address)

Using Settings Window

1. Click the FlashWrite icon in your menu bar

2. Click “Sentences Manager”

3. Click the "Add Sentence" button

4. Fill in the abbreviation and content fields

5. Select a category

6. Click "Save" or "Add"

 

5. Tips for Creating Abbreviations:

- Use short, memorable abbreviations (2-4 characters work best)

- Avoid common words that you type frequently

- Use abbreviations that are easy to remember

- Consider your typing style and common phrases

 

6. Example Abbreviations:

- "addr" - Your full mailing address

- "email" - Your email address

- "sig" - Your email signature

- "phone" - Your phone number

- "ty" - "Thank you for your time"

- "np" - "No problem"

- "br" - "Best regards"

 

7. Using Text Expansions

Once you have created a text expansion, using it is simple:

1. Open any application where you want to type

2. Start typing your abbreviation

3. FlashWrite automatically detects when you type a matching abbreviation

4. The abbreviation is instantly replaced with the full text

FlashWrite monitors your typing in real-time. When it detects an exact match for one of your abbreviations, it automatically expands it. You do not need to press any special key or shortcut but you have the option to change the behavior in preferences. If you have notification sounds enabled, you will hear a beep when an expansion occurs, same for animations (you can select different ones)
 

8. Managing Your Sentences

Viewing All Sentences

1. Click the FlashWrite icon in your menu bar

2. Click "Sentences Manager" 

You will see a list of all your text expansions. Each entry shows:

- The abbreviation

- A preview of the content

- The category

- An enable/disable toggle

- Edit and delete buttons

 

9. Editing a Sentence

1. Open the Sentences Manager tab in Settings

2. Click the pencil icon next to the sentence you want to edit

3. Modify the abbreviation, content, or category

4. Click "Save"

 

10. Deleting a Sentence

1. Open the Sentences Manager tab in Settings

2. Click the trash icon next to the sentence you want to delete

3. Confirm the deletion when prompted

 

11. Enabling and Disabling Sentences

You can temporarily disable a sentence without deleting it:

1. Open the Sentences Manager tab in Settings

2. Toggle the switch next to the sentence

Disabled sentences will not trigger text expansion, but they remain in your list for easy re-enabling later.

 

12. Searching Sentences

When you have many sentences, use the search box at the top of the Sentences tab to quickly find specific entries. The search looks through both abbreviations and content.

 

13. Organizing with Categories

Categories help you organize your text expansions into groups. For example, you might have categories like:

- Personal Information

- Email Templates

- Common Phrases

- Work Information

Creating a Category

1. Click the FlashWrite icon in your menu bar

2. Click “Sentences Manager”

3. Click on the "Categories" tab

4. Click "Add Category"

5. Enter a category name

6. Choose a color for the category

7. Click "Save"

 

14. Settings and Preferences

Access settings by clicking the FlashWrite icon in your menu bar and selecting "Sentences Manager". Then, switch to Preferences tab.

Starts automatically at login: When enabled, FlashWrite will automatically start when you log in to your Mac. This ensures text expansion is always available without manually launching the app.

Case sensitive matching: When enabled, FlashWrite will only match abbreviations that match the exact case you type. For example, with case sensitivity enabled, "Addr" will not match "addr". When disabled, FlashWrite matches abbreviations regardless of case. "Addr", "addr", and "ADDR" will all match.

Play notification sounds: When enabled, FlashWrite will play a beep sound each time a text expansion occurs. This provides audio feedback that an expansion happened.

Export Sentences: Export your sentences to a JSON file for backup or transfer to another Mac.

Import Sentences: Import sentences from a previously exported file: FlashWrite will import all valid sentences from the file. If there are any errors, they will be skipped and you will see a summary of the import results.

Accessibility Status: The Preferences tab shows the current accessibility permission status. If permission is not granted, you will see buttons to open System Settings or refresh the status.

 

15. Conclusion

FlashWrite is a powerful tool that can significantly speed up your typing. Start with a few common abbreviations and gradually add more as you discover opportunities to save time.

Remember to:

- Grant accessibility permission for FlashWrite to work

- Create abbreviations that are easy to remember

- Organize your expansions with categories

- Regularly review and update your sentences

- Export your sentences for backup

Happy typing!