The Hidden Time Drain
How many times have you typed, “Please let me know if you have any questions” this week?
Ten times? Twenty? Fifty?
Now think about all the other phrases you type over and over again.
“Thank you for bringing this to my attention.”
“This request has been processed.”
“This matter has been forwarded to the Board for review and consideration.”
As busy professionals, we spend an incredible amount of time communicating. Between homeowners, Boards, vendors, attorneys, accountants, and fellow team members, much of our day is spent writing the same responses repeatedly. I don’t know about you, but I find redundancy annoying and, frankly, a waste of my time.
A Simple Solution Hiding in Outlook
A few years ago, I realized how much time was spent every week typing the same sentences as hundreds of times before, and I knew there just had to be a better way. That’s when a little research on ways to streamline led to the discovery of one of Outlook’s most overlooked productivity tools: AutoCorrect shortcuts.
Most people think AutoCorrect exists only to fix spelling mistakes. In reality, it can become your own personal administrative assistant, instantly inserting frequently used phrases, sentences, website links, addresses, or even entire paragraphs with just a few keystrokes. It can also eliminate those words you always seem to misspell. You know the one. The word you type, stare at, and think, “That doesn’t look right.” Instead of looking it up for the hundredth time, create an AutoCorrect shortcut and let Outlook spell it correctly for you every single time.
How to Set It Up
Setting it up takes less than five minutes:
1. Click File
2. Select Options
3. Choose Mail
4. Click Spelling and AutoCorrect
5. Select AutoCorrect Options
6. Under the AutoCorrect tab, create your own shortcuts
My Favorite Shortcuts
In the “Replace” field, enter a code you would never normally type. In the “With” field, enter the text you want Outlook to automatically insert.
For example, here are some of my shortcuts:
D! → I hope you have a great day.
Q? → Please let me know if you have any questions.
RP → This request has been processed.
CWC → Coldwater Crossing (The name of the community I manage)
Now, whenever I type one of those shortcuts followed by a space or punctuation mark, Outlook automatically expands it into the full sentence.
More Than Just Saved Keystrokes
The real magic happens when you start identifying the phrases you use every day. Imagine never having to type the same sentence for the hundredth time. Instead of retyping the same information hundreds of times a year, Outlook does the work for you.
AutoCorrect shortcuts don’t have to be limited to phrases. You can also use them for:
• Frequently used website links
• Company names
• Addresses
• Long technical terms
• Words you routinely misspell
For example, if you constantly struggle with words like “accommodate,” “maintenance,” or “recommendation,” you can create a shortcut that automatically replaces a simplified version with the correct spelling. Future you will thank present you.
Why It Matters
The benefits go beyond saving time. AutoCorrect shortcuts help create consistency in your communications. Policies, procedures, deadlines, and instructions are communicated the same way every time, reducing the risk of omissions, errors, or conflicting information. For Community Managers, where clear communication is critical and inboxes never seem to stop growing, those saved seconds quickly become saved hours.
Your Five-Minute Challenge
My challenge to you: before you close Outlook today, identify the five phrases, words, or links you use most often and create shortcuts for them. You’ll probably spend less than five minutes setting them up.
You might save yourself hours before the year is over.
Sometimes working smarter isn’t about learning a new software program. It’s simply about teaching the software you already use every day to work a little harder for you.
About the Author
Sarah K. Hash, CMCA is a community manager with Taylor Management Company, AAMC. Sarah war recognized as a member of the inaugural class of CAI Keystone’s Emerging Leaders Under 40 in 2023 and awarded with CAI Keystone’s Shining Star at the 2024 Excellence Awards Gala. Sarah chairs the chapter’s Communications & Content Committee. She can be contacted via email at: shash@taylormgt.com.
