PhraseExpress v12 - Client Documentation

Installation

PhraseExpress can be installed on a Windows computer or run in portable mode from a USB thumb drive without installation.

Computer installation

To install PhraseExpress on your Windows computer:

1. Download the PhraseExpress client installation file.
2. Double-click the installation file and follow the on-screen instructions.
3. If you have purchased a license, register the license key.

For client deployment in large networks, check the PhraseExpress server manual or SQL Client Manager manual.

Portable Use

To run PhraseExpress from a USB thumb drive:

1. Download the Portable Edition.
2. Extract the folder /PhraseExpress of the ZIP archive "PhraseExpress_USB.exe" into any directory of your USB device.
3. Launch "PhraseExpress.exe" from the USB device.
4. Copy any existing phrase file onto the USB device and load it from there.
5. If you have purchased a license key, register your USB thumb drive installation.

The portable mode is indicated in the PhraseExpress title bar. User and application data is stored into the program directory on the portable device. No data is written on the host computer.

Portable mode can be enforced by command-line parameter -portable.

Some functions may be unavailable in portable mode, e.g. phrase file sharing or the Outlook Add-In as it would require writing files onto the host computer.

Upgrade

Export your phrase file to another disk before upgrading to a newer version.

Major new versions may update the phrase file structure to support new features. Older PhraseExpress versions will not be able to read such new phrase file format.

You can then install the new version over the old version.

Getting started

After launching the program, you should see the speech bubble icon in the Windows system tray:

This icon is your main access to configure PhraseExpress:

• Left-click the icon to access phrases in the phrase menu.
• Right-click the icon to open the options menu.
• Double-click the icon to open the main program window.

You can assign hotkeys for these actions for quicker access.

The icon is missing? Click the triangle icon in the task tray to show hidden icons and drag the PhraseExpress icon from the popup into the system tray to make it permanently visible. If this doesn't help, check the troubleshooter.

What to do next?

• Save your first phrases (text you use often, such as your email or postal address, etc.)
• Import existing phrases or Microsoft Word AutoCorrect or Autotext.
• Enable the Autocomplete feature if you wish PhraseExpress to scan for repetitive text input. After a short training period, PhraseExpress will start offering to auto-complete such phrases for you.
• Experiment with pre-loaded sample phrase file or download additional free add-ons from our website.
• Check out the video tutorials to learn getting the most out of PhraseExpress.

Manage Phrases

PhraseExpress allows you to create, insert, edit, search, export, delete phrases and to manage them in multiple levels.

Video tutorial

Store a new phrase

To save a new phrase in PhraseExpress:

1. Highlight the desired text in any application.
2. Click the PhraseExpress tray icon and select "New phrase…".
   Alternatively, press customizable hotkey CTRL-ALT-C.
3. Enter additional information for your new phrase:

• The Description identifies the phrase in the phrase menu.
• Hotkeys insert the phrases by pressing a keyboard combination (learn more).
• An Autotext is a text abbreviation which is replaced with a longer text snippet. For example, entering the autotext 'kr' would insert the phrase 'Kind Regards' (learn more). 
• Phrases can be restricted to specific programs or specific users.
• If the text is formatted, additional options become available under "Save As":
  
  

  Formatting	Description
  Unformatted text	Phrase without text formatting and without bitmaps. Efficient and memory resource friendly. Supports for all macro functions.
  Formatted text	Phrases with formatted text and/or bitmaps. Requires more space in the phrase file.
  Word format	Microsoft Word text formatting, Word macro placeholders, pagination, embedded contents (such as Excel spreadsheets), etc. Requires more file space. Slower operation as Microsoft Word is launched in the background in order to insert or edit Microsoft Word formatted phrases. No support of PhraseExpress macro functions or functions that alter the phrase contents (e.g. duplicate search, search & replace, bulk editing features). Requires installed Microsoft Word.

The menu item to create new phrases may have been disabled by the IT admin to prevent operating errors or if you do not have write permission.

Insert phrases

To insert a phrase, place the cursor into the target application and perform any of the following actions:

• Click the PhraseExpress tray icon and select the desired item from the phrase menu.
• Press the customizable hotkey ALT-SPACE and use the search feature.
• Press the hotkey you may have assigned to a phrase or phrase folder.
• Enter the autotext you may have defined for the desired phrase.
• Select the desired phrase from a desktop menu.

Phrase menu

The phrase menu provides instant access to your phrases:

To open the phrase menu click the PhraseExpress task tray icon or press the customizable hotkey ALT-SPACE.

To open a subfolder of your phrase library, enter the hotkey or autotext, you have assigned to that folder.

To select a phrase:

• Click the phrase with the mouse.
• Type any part of the description to narrow down the menu to the desired item.
• Navigate with the Arrow Up/Down keys.
• Press the Page Up/Down key to scroll through the menu in larger steps.
• Press the Home- or End-key to jump to the very first or very last item.
• Press Arrow Right-key to jump into the first subfolder. To return to the parent level, press Arrow Left.

The selected phrase is inserted into the target application by pressing the customizable confirmation hotkey TAB.

Right-click a phrase for content-sensitive options:

• Insert text with or without formatting.
• Fill the clipboard with the selected text.
• Create a new email to the email address contained in the phrase.
• Open web browser if the phrase contains any URL.
• Open folder in Windows Explorer if the items contains any file path.

Phrases with program or access restrictions may be filtered from the phrase menu.

Press the ESC key or click anywhere else to cancel a phrase menu.

If pressing Arrow Up / Arrow Down-key at least once, you can also trigger the phrase with ENTER.

CTRL-click a phrase to copy its content into to the clipboard (vs inserting it into an application).

SHIFT-click a phrase to insert its content without formatting.

Drag the menu borders to resize the menu.

Desktop menus

Phrase menus disappear by default after you selected an item for insertion.

However, they can be made visible permanently as desktop menus:

To place any phrase menu onto the desktop, click the pin symbol in the top right of any phrase menu.

Double-click the title bar to expand/collapse desktop menus. Resize desktop menus by dragging their edges.

Desktop menus can dynamically show/hide automatically together with specific programs.

Example:

A desktop menu may contain various bank account information and is shown only if you open a specific banking website or banking software. It automatically hides if you switch to another program. Program restricted desktop menus appear as they would be attached to specific programs and virtually become part of them.

To restrict a desktop menu to particular programs right-click any desktop menu item or its title bar and select "Restrict to specific programs" (also see chapter "program restrictions").

Edit phrases

Open the main program window to edit a phrase:

• Right-click the PhraseExpress tray icon and select Edit phrases.
• Or right-click an item in a phrase menu or desktop menu and select "Edit".
• Or SHIFT-click the PhraseExpress tray icon to open the last used phrase.
• Or press the hotkey to open the main program window, if specified in the settings.

The main program window

The main program window allows you to organize and edit your phrases:

Your phrases are available in the customizable folder structure on the left:

The root items in the first level of the tree structure represent one or more phrase sources and their state.

Drag & drop phrases and folders to rearrange them in the tree structure.

Use the CTRL and/or SHIFT keys to select multiple objects in the tree.

If you move/copy access restricted phrases, check the important notes about moving phrases.

Hotkeys

A hotkey (or shortcut key, keyboard shortcut, key combo, etc.) is a set of keys associated to a specific phrase or folder.

For example, the very useful hotkey ALT-SPACE opens the main phrase menu.

PhraseExpress can insert a phrase by pressing its associated hotkey. Press CTRL-ALT-S could insert your signature for example.

PhraseExpress allows you to re-use the same hotkey for multiple phrases or for a phrase folder, containing multiple phrase. E.g. you could use the hotkey CTRL-ALT-B for a phrase folder containing several phrases with bank account information.

Hotkeys defined in PhraseExpress may conflict with other programs using the same hotkey. Avoid frequently used hotkeys and rather use combinations with the CTRL- , ALT-, WIN-, SHIFT- key and a letter. Many hotkeys are reserved by Windows and cannot be assigned in PhraseExpress. Especially, the WIN-key is almost exclusively reserved by the Windows OS and should not be used without a combination of additional modifier keys.

Please check section "trouble-shooting" if hotkeys do not work.

Autotext

Autotexts are text abbreviations that are replaced with a longer phrase is a feature similar to MS Office's 'AutoCorrect', replacing text shortcuts (the autotext) with larger text phrases.

In PhraseExpress, autotext works in most Windows program and offers much more functionality.

Sample applications:

• Enter 'FBI' to replace it with 'Federal Bureau of Investigation'.
• Typing mistakes are corrected as you type: 'tpyo' » 'typo'.
• Enter an autotext to launch an application. For instance, typing 'calc' can launch the Windows calculator.

If autotext does not work as expected, check the trouble-shooting section.

If you experience unwanted text replacements, chapter "Unwanted text replacements" may help.

If autotext are grayed-out, autotext may be disabled in the parent folder or you have no editing permissions.

PhraseExpress offers an "easy mode" for beginners and an "expert mode" for advanced requirements:

Easy Mode

Expert Mode

The Expert Mode enables additional autotext options:

• Do you want to abandon the trailing autotext delimiter after pasting a phrase?
• Do you want to define specific leading/trailing autotext delimiters?
• Shall autotexts only be recognized within a word or only following a number?
• Do you want different text insertions depending on upper vs. lower case autotext?

Autotext delimiters

PhraseExpress monitors your keyboard input for any autotext matches. Technically, a 'separate word' is defined as entered text at the beginning of a sentence or text that follows or is followed by a space, punctuation mark, comma and semicolon, TAB or ENTER.

The character required before an autotext (leading delimiter) is called Prefix. The character which must follow the autotext (trailing delimiter) in order to trigger an action is called Postfix:

Example prefix/postfix settings:

Manual confirmation

Phrases are inserted automatically by default if you trigger the phrase by entering its associated autotext.

If you activate the Manual confirmation, phrases are offered in a popup menu:

• Press the customizable hotkey TAB to insert the phrase.
• The menu disappears automatically if you continue to type.

Remove trailing delimiter

If you do not want to output the trailing delimiter after phrase insertion, select "Remove trailing delimiter".

This option is only visible in Expert Mode.

SmartCaps

PhraseExpress can automatically adapt the letter case of the output depending on the first letter of the autotext as entered:

• Enter the first letter of the autotext lower case, to insert a phrase beginning with lower case.
• Begin the autotext with upper case and PhraseExpress will insert the phrase beginning with upper case.

Examples:

SmartCaps feature requirements:

• Phrases must begin with lower case.
• Autotext must be lower case.
• Autotext must not exist in a separate lower and upper case variation.
• Autotext option "Case sensitive autotext" must be disabled.
• The all caps feature must be configured under Expert Options » Text insertion.

Restrict phrases to specific programs

Each phrase can be restricted to specific target applications:

Application examples:

• The autotext "fyi" can expand into "for your information" when typing in an email while the same Autotext is replaced with "Fiscal Year Information" in a MS Word document.
• The hotkey CTRL-ALT-B could open a phrase menu containing your bank account information while you are performing online banking in your browser but the same hotkey could turn any highlighted text into bold letters in OpenOffice.
• Hotkeys can be excluded from applications that already use such hotkeys for a different task in that program.
• Phrase menu contents can be custom-tailored to specific programs.
• Desktop menus show up or hide together with specific programs.

To restrict a phrase (folder) to specific programs:

1. Launch the program(s) you wish to define include/exclude from PhraseExpress.
2. Highlight the desired phrase (folder) and click the main menu button Program restrictions.
3. Select to restrict to vs. exclude from a specific program.
4. Select the desired program from the drop-down list.
5. Optionally define (parts of) the window title of the program to make the restriction more specific.

Click the +- button to add additional program restrictions. Remove entries with the - button.

To exclude a phrase from the current program, execute the phrase, right-click the PhraseExpress tray icon and uncheck the corresponding option.

The program restriction feature explained here is valid for individual phrases/phrase folders and those settings are stored in the phrase file. If you share the phrase file with others, also the program restrictions are shared with all users.

You can restrict the entire PhraseExpress including the Autocomplete feature to specific programs on a global level. These "global program restrictions" are stored in the configuration file (vs. the phrase file) and take effect on the specific computer only. Global program restrictions do not roam with the phrase file.

If PhraseExpress cannot detect a window title, repeat switching focus from and back to the application.

PhraseExpress detects applications by their visible program window. Some programs may hide their program window (e.g. a few password managers), making them invisible for PhraseExpress. If possible, reverse program restrictions and allow to all programs except unwanted applications.

Programs or tasks, running in virtualized environments or encapsulating frameworks cannot be distinguished by PhraseExpress, such as Java applets or "metro-styled" Windows apps (Edge browser, etc.).

Access permissions

Video Tutorial

All users can use and edit all phrases by default.

Read/Write permissions for each phrase folder can be restricted to specific users, workgroups or domains:

Use cases:

• A specific phrase folder keeps your personal phrases which is accessible only for you.
• Only a particular user shall have access to a particular phrase folder.
• A particular folder shall only be edited by accredited editors but used by all members of a specific work group.

To configure access permissions:

1. Open the main program window.
2. Select the phrase folder you wish to configure.
3. Click the main menu button Access rights.
4. Configure the read and write access permissions of the selected folder to specific users, workgroups, usergroups or domains.
5. Confirm with OK.

To configure access rights for multiple folders, highlight all the phrase folders in the tree view by clicking on the folders while pressing the SHIFT- and/or CTRL-key.

Users are identified by their Windows login user name.

• The original creator of a phrase folder is the "owner" and always has access rights.
• Write permissions automatically grants read permissions.
• The IT administrator can override access restrictions. Do not use access restrictions for sensitive information.
• If you move access restricted phrase folders into another directory, access restrictions will be replaced with the destination folder access restriction settings. To preserve existing access restrictions copy the phrases by holding the CTRL key during the drag & drop operation (instead of moving them).

Editing options

Right-click phrases or folders for additional functions:

• Autotexts and hotkeys can be disabled for each folder by unchecking option Enable autotext and hotkeys. Disabled folders are grayed out.
• Uncheck Show in popup menu to hide individual phrase folders.
• The Extended functions for folders offer rich bulk-editing features that will take effect for any item in that folder.
• The command Remove duplicates removes duplicates phrase and merges autotexts in the selected folder.

Find phrases

You can find a specific phrase either in a phrase menu or in the main program window tree view:

Phrase menu search

1. Open a phrase menu.
2. Start typing any part of the phrase description you wish to find.
3. Click the phrase to insert it or right-click for additional options.

Right-click the magnifier icon to configure the search feature.

Program window search

1. Open the main program window.
2. Right-click the magnifier icon to configure the search feature.
3. Click into the search box below the tree view (or press CTRL-F).
4. Enter the search term.

Matches are displayed in a flat list:

• Click any phrase in the list to edit it.
• Double-click any item to show it within the tree structure.
• Click into the search input field to switch back to the flat list of search results.
• Hover the results for additional information.

Begin the query with a double quote characters if matches must begin with the query term. For example, the search term "Beam would find the phrase 'Beam me' up (but not 'Jim Beam').

Enclose the query with double quote characters if you want to search for exact matches. For example, the search term "Tesla" would find phrase 'Tesla' (but skip the phrase 'Tesla is cool').

Two sequent double quote characters ("") help to find empty contents.

Find & replace search

1. Right-click any phrase folder in the tree view.
2. Select Find & Replace from the context popup menu (or press CTRL-H).
3. Fill in the search & replace boxes.

PhraseExpress only searches in the selected folder (and optionally subfolders).

Export phrases

To export a phrase as a text file:

1. Open the main program window.
2. Select the phrase in the tree view you wish to export.
3. Click the triangle of the main menu button "Export" and select "Text file".
4. Choose the destination and text file format.

• Export as a Microsoft Word document requires a Microsoft Word installation.
• To export phrases as a phrase file, use the file export function.

Delete phrases

To delete a phrase or phrase file:

1. Open the main program window.
2. Select the item in the left tree view.
3. Press DELETE or click the trash bin button.

Items cannot be deleted in following situations:

• You do not have edit permissions (or any subfolder of that folder).
• Another user is editing the element.
• The phrase file is write-protected.

Undo accidental deletions with the backup restore feature.

See additional notes for deleting phrase files.

Phrase levels

PhraseExpress allows you to switch phrase tree structure between multiple levels, e.g. different languages.

The phrase library structure, autotext abbreviations, phrase hotkeys and phrase related settings keep the same when switching between levels. Just the description and the phrase contents is being switched.

The phrase level feature requires use of an SQL server.

Open level manager

The level manager allows you to create and delete levels.

To manage levels:

1. Open the main program window.
2. Select a SQL phrase database in the tree structure.
3. Click the main menu button "Manage levels".

The (bold printed) default level cannot be deleted.

Create a level

Video tutorial

To create a new level:

1. Open the main program window.
2. Click the Plus button in the lower left of the level manager.
3. Click the new level you just created and give it a name, e.g. "Francais" for French phrases.
4. Optionally, click next to the level name to define a hotkey used later to switch to that level.

Enable option "Highlight unedited items" in the "Display" section of the program settings to highlight unedited phrases of a new level.

Switch levels

Select the desired level in the ribbon menu section "Phrases" of the main program window or press the hotkey you may have defined for the level in the level manager.

Delete levels

Video tutorial

To delete a level:

1. Highlight the level in the level manager you wish to delete.
2. Click the trash bin icon in the level manager.
3. Make sure that you really want to delete all phrases in the level and confirm the action.

Deleting level deletes require "master user" rights (see SQL Client Manager documentation).

The bold-printed default level cannot be deleted.

General notes about levels:

• The level feature requires use of a SQL database. Local phrase files or the PhraseExpress Server do not support the level feature.
• Phrase file export, phrase search (and replace), moving phrases of contents of a level and other editing functions are limited to the contents of the level that is currently active!

Extra Features

PhraseExpress is not only a Text Expander but also includes useful extra features that seamlessly integrate into the existing program architecture, such as a document generator, MS Outlook Add-In, clipboard cache, autocomplete feature, spelling correction, calculations as you type and a browser search.

Clipboard Cache

The Clipboard Cache provides instant access to earlier Windows clipboard contents.

Open the clipboard cache popup menu by pressing hotkey CTRL-ALT-V.

The clipboard cache can enabled/disabled under Settings » Features » Clipboard Cache.

Highlight the clipboard cache folder in the phrase tree view for additional configuration options:

• Specify a hotkey or autotext to open the clipboard cache popup menu.
• The Clipboard Cache can optionally be flushed when the program is closed.
• Text formatting and bitmaps can optionally automatically be stripped from the clipboard contents.
• Exclude the Clipboard Cache from specific programs to prevent the Clipboard Cache from picking up sensitive information.
• Duplicate entries can be filtered. If enabled, an existing item will be placed on top if copied again.

Create a desktop menu of the Clipboard Cache to gain instant access to your clipboard history on your desktop.

You can also add the Clipboard Cache to an input form (Video tutorial).

The Clipboard Cache can be password protected.

System folders are managed by the system and cannot be edited. You can only drag & drop items from such system folder into your phrase library.

Autocomplete

Video Tutorial

The Autocomplete feature creates phrases from any repetitive input you make during your daily routine.

The feature is disabled by default and must be enabled at Settings » Autocomplete.

Autocomplete recognizes repeatedly entered words, sentences and your manual spelling corrections text during your normal work. You need to type an entire sentence including a punctuation mark and either a space or carriage return.

After a short learning period, PhraseExpress will start offering to auto-complete such frequently used text.

Right-click unwanted suggestions to remove them.

You can also train PhraseExpress with existing Word documents or sent Outlook emails to get instant suggestions based on what you have written earlier. It will be as if PhraseExpress has known you forever.

To train the AutoComplete feature with your sent Outlook emails or written documents:

1. Open the main program window.
2. Highlight the AutoComplete folder in the tree view.
3. Click on the "Learn text from…" button and follow the instructions.

Suggestions depend on following parameters:

• Minimum text length, as specified in the Autocomplete folder settings.
• Minimum number of entered letters, as defined under Settings » Popup menu.
• Text filter, as configured under Settings » Autocomplete

Password input is not recorded if the password does not contain a space or punctuation mark. You can exclude PhraseExpress from individual programs if you enter confidential text in those programs. This feature is also available if you right-click a suggestion.

Autocomplete is not available with Asian languages.

If you do not get any suggestions check the trouble-shooting section.

Spelling correction

The spelling correction feature is realized with the regular autotext feature. The PhraseExpress sample phrase file contains spelling correction items that replace misspelled words with the correct form.

Example:

A phrase with the contents "word" is triggered by entering the associated autotext "wrod". This means if you enter "wrod", PhraseExpress will replace this auto-correct the misspelled word with the phrase contents.

If you experience unwanted text replacements, you can easily identify and modify/delete unwanted items. Please find more information in chapter "Unwanted text replacements".

PhraseExpress can import existing Microsoft AutoCorrect and autotext entries for use in any program.

We offer spelling databases in several languages as free add-ons.

If using a SQL server, consider storing AutoCorrect in a separate, local phrase file for fast access.

Capitalize first letter of sentences

If "Settings » Features »Capitalize first letter of sentences" is enabled, PhraseExpress automatically capitalizes the first word of a new sentence.

Example: "This is a sentence. this is another sentence." will be corrected to "This is a sentence. This is another sentence.".

Read the very important notes and warnings about this feature!

COrrect two initial capitals

If "Settings » Features » COrrect TWo INitial CApitals" is enabled, PhraseExpress corrects the second capital letter of each word into lower case after entering the third letter in lower case.

Example: "INput" will be corrected into "Input".

Read the very important notes and warnings about this feature!

Calc-As-You-Type

PhraseExpress can offer to replace any entered calculation such as "10+5=" with the actual result of the equitation once you enter the equal sign.

This useful function is actually not an additional feature of PhraseExpress but just uses various existing PhraseExpress macro functions for this task. Download and import the special functions phrase file from http://www.phraseexpress.com/addons.php to use the Calculate-As-You-Type feature.

BrowserSearch

The BrowserSearch is a powerful tool to perform web queries with any highlighted text:

1. Highlight any text in any application.
2. Press CTRL-F8 to open the BrowserSearch menu.
3. Select the desired web page on which you would like to perform the query.

PhraseExpress will open the selected web page with the search results.

This function is part of the sample phrase file.

The BrowserSearch hotkey can be changed like any other phrase hotkey.

Sharing phrases

Video demonstration

PhraseExpress offers several options to share phrases with other users:

• Multiple PhraseExpress clients can simultaneously load the same phrase file, stored in a network shared file (NAS) or over the internet by using a cloud synchronization service.
• The free PhraseExpress server creates a client-/server architecture to share a phrase file in a local network with several benefits.
• For 25 users or more, we recommend to use a Firebird or Microsoft SQL Server.

Access to phrases can be restricted to individual users. Users can have their individual phrases while sharing common phrases with others.

PhraseExpress cannot share phrases in portable mode as this special mode is designed to not write onto the host computer.

Phrase file sharing

Multiple PhraseExpress clients can load the same phrase file from a network drive to share phrases in a peer-to-peer team environment.

To share a phrase file with other Windows clients:

1. Open PhraseExpress main program window on the computer, that holds the phrase file you wish to share with other users.
2. In the phrase tree, highlight the root node of the phrase file you wish to share.
3. Click the menu command File » Save As… and select the desired network file path as the storage destination.
4. On all other PhraseExpress clients, select File » Open local phrase file and select the phrase file you just saved to the network share.

That's it! All users share a common phrase file now.

PhraseExpress for Windows will detect remote changes made by any other user on program startup or if the phrase file is saved on the local client. PhraseExpress automatically merges changes into the common phrase file. If multiple users changed the same phrase at the same, you may be prompted to solve version conflicts.

Video demo

You can also share a phrase file with PhraseExpress for Mac if you start above procedure from the Mac (see PhraseExpress for Mac manual).

Cloud synchronization

PhraseExpress supports cloud file sync services, such as Dropbox, Google Drive or Apple iCloudDrive to sync a common phrase file over the internet with other Windows clients, PhraseExpress for Apple Mac, PhraseExpress for iPhone/iPad or PhraseExpress for Android.

Windows

To sync with other Windows clients in the cloud:

1. Install a cloud sync service an all computers and use the same cloud service account on all computers.
2. Open the main program window of the PhraseExpress client, that holds the phrase file you wish to share with others.
3. In the phrase tree, highlight the root node of the phrase file, you wish to share in the cloud, click the menu command File » Save As… and select the cloud sync folder, e.g. "/Dropbox/phrases.pxp" as the destination.
4. Close the PhraseExpress main program window and wait until the cloud service has distributed the phrase file to all computers. This can take a while.
5. Open the PhraseExpress main program window on all other computers. PhraseExpress automatically detects the synchronized phrase file in the local cloud sync folder and prompts you to add the phrase file to your phrase library.
   
   If auto-detection of cloud phrase files is disabled, use File » Open » Cloud phrase file or manually load the phrase file from the cloud sync directory.

PhraseExpress will load the cloud phrase file as a separate phrase file and it is visible as a separate root node in the phrase tree view:

You can now copy or move phrases of your local phrase file into the cloud phrase file node and optionally unload the old phrase file to only use the cloud phrase file.

Set a password to encrypt your phrase file to secure it against unauthorized access (only supported by PhraseExpress for Windows).

Apple Mac

PhraseExpress for Windows can sync phrases with Apple Mac clients. Synchronization must be initiated by the Mac client as PhraseExpress for Windows can read phrase files of PhraseExpress for Mac (but not vice versa).

Step-by-step instructions for Apple Mac

Apple iPhone/iPad

PhraseExpress for Windows can sync phrases with iPhone/iPad by using the cloud service "Apple iCloud Drive" (required).

Synchronization must be initiated by the Apple device as PhraseExpress for Windows can read iPhone/iPad phrases file (but not vice versa).

Step-by-step instructions for iPhone/iPad

Android

PhraseExpress for Windows can sync phrases with Android devices by using the cloud service "Google Drive" (required).

Synchronization must be initiated by the Android device as PhraseExpress for Windows can read Android phrase files (but not vice versa).

Step-by-step instructions for Android

PhraseExpress Server

The free PhraseExpress server provides central access to a shared phrase file.

Benefits:

• The client-/server architecture prevents access collisions, that otherwise can happen, if multiple users edit phrases simultaneously. The server provides exclusive edit access to the central phrase file, preventing multiple users creating editing conflicts. After on editor finishes editing, another user can start editing. If you have many users editing the same database at the same time, then use a SQL server instead.
• Users and licenses are centrally managed with the Client Manager.
• If the network connection is interrupted, the phrase file is cached on the local client and can still be used, e.g. on a laptop when travelling.

PhraseExpress clients automatically detect a PhraseExpress server in the network by broadcasting UDP poll through customizable port 1036.

To manually connect a local client to the PhraseExpress server, open the local PhraseExpress main program window and select File » Open » Connect to a PhraseExpress server.

Make sure to have the network function enabled in Settings » Network

Find more information in the PhraseExpress server documentation.

SQL Server

PhraseExpress supports FireBird v2 or Microsoft SQL server connections to share phrases with a client-/server architecture in professional/enterprise networks.

Benefits:

• Recommended for 25+ users
• PhraseExpress loads the phrase contents on demand in the moment of text insertion to minimize memory consumption on the local clients.
• The transaction based concept allows multiple users to simultaneously edit different phrases of the same database.
• Use of a SQL server enables additional PhraseExpress client features, such as phrase version history, multiple phrase levels and usage counters for each phrase, allowing you to sort phrases by usage.
• A "master user" can centrally configure client program settings of all users.
• The database is not cached if the network connection is interrupted. You may drag & drop your SQL phrases to a local phrase file node if you need those phrases while you are on the road.

Clients automatically detect to a SQL server if the PhraseExpress SQL Client Manager is running in the background. The clients broadcast UDP polls which are answered by the SQL Client Manager with the SQL server connection details.

To manually connect the PhraseExpress client to a SQL server, open the main program window and select File » Open » Connect to a SQL server

Make sure to have the network function enabled in Settings » Network

Find more information in the SQL Client Manager documentation.

Phrase file caching is not available if using PhraseExpress with a SQL server.

Working with phrase files

PhraseExpress can load phrase files and databases from multiple locations simultaneously and combines all phrase files in the tree structure of the main program window.

You can load, save, unload, move, import, export and password-protect phrase files in PhraseExpress.

Most commands under the File menu refer to the currently highlighted phrase file node.

PhraseExpress supports a variety of different storage types for your phrases:

Phrase files can be created, loaded and saved in PhraseExpress similar to any other program, like Microsoft Word:

Open a phrase file

To load one or multiple phrase files:

1. Open the main program window.
2. Click File » Open and select a phrase file source.
3. Navigate to the desired phrase file.
4. Choose whether to add an additional file node or to replace any existing phrase file.

If you enter a phrase file name that does not exist, PhraseExpress will create a new phrase file.

If the phrase file is read-only, editing commands are hidden from user interface.

Import a phrase file

To import PhraseExpress phrase files to your existing phrase library:

1. Open the main program window.
2. Highlight the desired target folder in the phrase tree.
3. Click the main menu button Import and specify the phrase file. Alternatively, drag the phrase file into the phrase tree structure to the desired location.

The phrase file will be imported and added to the existing phrase file.

To import external data files and phrase files of 3rd party programs, see "Import external data"

Save a phrase file

To save a phrase file to a new destination:

1. Open the main program window.
2. Highlight the desired phrase file node in the root level of the phrase tree.
3. Click File » Save As and choose the desired new storage location.

The phrase file will be saved to the new location and will be used from this new location.

File names must be unique if using multiple phrase files.

Password protection

To secure your phrase files against unauthorized access:

1. Open the main program window
2. Highlight the phrase file node in the phrase tree root
3. Select File » Set password protection.

PhraseExpress uses AES "end-to-end" encryption. The password can be entered on program launch automatically. This option will not protect the phrases on the local computer but the phrase file cannot be opened on other computers without the password.

Password-protected phrases are also protected if using the PhraseExpress server or if you share phrase files with cloud synchronization services such as Dropbox or Google Drive. The phrase file is encrypted before it is saved to your hard disk or transmitted over the internet.

To remove the password protection:

1. Open the main program window
2. Highlight the password-protected phrase file node in the phrase tree root
3. Select File » Remove password protection.

Export a phrase file

To export any phrase/folder/file, drag it out of the phrase tree onto the Windows desktop.

Alternatively, highlight the file or folder in the phrase tree and click File » Export.

The exported .pxp file can be imported or opened in PhraseExpress as an autonomous (stand-alone) phrase file.

Any password protection is still applied to the exported file!

To export phrases as a text file, use the phrase export function.

Create a new phrase file

To create a new empty phrase file:

1. Open the main program window.
2. Click File » Open » Local phrase file, choose the storage location and enter the desired file name for the new phrase file.
3. Select, if an additional file node shall be added or if any existing phrase file shall be replaced with the new file.

Replaced phrase files will not be deleted but remain on the hard disk.

Unload a phrase file

To remove a phrase file from PhraseExpress:

1. Open the main program window.
2. Highlight the desired phrase file node in the root level of the phrase tree.
3. Click the trash bin button or press Delete.
4. Decide if all backups created by PhraseExpress for this file shall be deleted as well.

After confirmation, the phrase file will be removed from PhraseExpress.

The phrase file will not be deleted from the hard-disk. Use the Windows File Explorer to delete the file from your hard disk.

Review storage location

To review the physical storage location of a phrase file:

1. Open the main program window.
2. Highlight the desired phrase file node in the root level of the phrase tree.
3. Click File » Properties for detailed information about the highlighted phrase file.

Move a phrase file

To move a phrase file to a new computer:

1. Export the phrase file.
2. Transfer the phrase file to the new computer.
3. Load the phrase file in the other PhraseExpress installation.

The phrase file contains all phrases with descriptions, Autotext and hotkey associations, program and access restrictions and the tree structure.

Data Backup

PhraseExpress automatically creates a phrase file backup each time you modify local phrase files.

Individual changes can be reviewed and selected for restore.

Video demo

To restore an earlier version of a phrase file:

1. Open the main program window.
2. Highlight the desired local phrase file node in the tree view of the main program window.
3. Click File » Restore from backup.
4. Choose the desired version of the phrase file.

PhraseExpress replaces the current phrase file with the selected archived version.

The backup feature can be configured in the backup settings.

The Enterprise Edition allows you to revert each individual phrase to any earlier state if using a SQL server.

Backups may not be available in following cases:

• The selected file is a SQL/PhraseExpress server connection.
• The corresponding phrase file is set to read-only.
• The phrase file is missing.
• The backup folder path as specified in the settings is not accessible or invalid.
• The backup folder does not contain any backup yet.
• The backup feature is disabled in the program settings.

Import external data

PhraseExpress can import external text files, bitmaps, CSV and Excel spreadsheet files, entire file directories, Microsoft Word AutoCorrect and Autotext entries, emails sent with Microsoft Outlook and Text Expander text snippets.

To dynamically link external data (vs importing file contents into the phrase library), check out macro functions to link external data into phrases.

Text/bitmap/Excel/CSV files

To import external files into PhraseExpress:

1. Open the main program window.
2. Highlight the desired target folder in the phrase tree view.
3. Click Import
4. Selected the file to import.

Alternatively, just drag the file(s) into the desired phrase folder of the phrase tree view.

Or right-click the desired target phrase file (folder) and select Import

Depending on the import data type, PhraseExpress shows a selection of following options:

MS AutoCorrect/Autotext

PhraseExpress can import MS Office AutoCorrect and Autotext for use in any Windows program:

1. Open the main program window.
2. Highlight the desired target folder in the phrase tree view.
3. Click the triangle of the main menu button "Import" and select "Microsoft Office AutoCorrect"

If prompted, consider to confirm deactivation of the MS AutoCorrect feature to avoid autotext/autocorrect double-triggering in PhraseExpress and Microsoft Office. Alternatively, exclude the imported autotext/AutoCorrect from Microsoft Office.

PhraseExpress sets imported autotext/AutoCorrect entries as private by default to avoid sharing personal spelling corrections by default.

Microsoft Autotext import is limited to 255 characters per entry which seems to be a limitation by Microsoft.

MS Outlook emails

PhraseExpress can extract full sentences from emails sent with Microsoft Outlook and import them as separate phrases into any target phrase folder.

To import sentences sent with Outlook:

1. Open the main program window.
2. Highlight the desired target folder in the phrase tree view.
3. Click the triangle of the main menu button "Import" and select "Microsoft Outlook emails".
4. Select the desired Outlook mail account.
5. Grant PhraseExpress access if prompted by Microsoft Outlook.
6. Configure the filter to reduce the import to a sub-set of all extracted sentences, e.g., if you only want to import sentences of a minimum length.

PhraseExpress imports the extracted and filtered sentences into a new folder within the selected target folder.

You can then revise the imported data, assign autotexts or hotkeys to most frequently used phrases.

Alternatively, you may consider to apply the Autotext option SmartComplete to the imported phrase folder (including all phrases) to get autocomplete suggestions whenever you start typing the beginning of a frequently used sentence.

Mac TextExpander

PhraseExpress can import text snippets of the 3rd party software "TextExpander" for use with PhraseExpress for Windows, Mac, Android and iPhone/iPad.

To import from TextExpander:

1. Open TextExpander and right-click the snippet group, that you wish to transfer to PhraseExpress.
2. Choose "Save a Copy Of Group…" from the context menu and select the file destination, e.g. the Desktop.
3. Exit TextExpander and copy the exported TextExpander snippets file to the Windows PC.
4. Open the PhraseExpress main program window.
5. Click the main menu button "Import" and select the text snippet file you just have exported from TextExpander.

PhraseExpress supports unformatted TextExpander text snippets and a selection of TextExpander macro functions. Those are converted to the PhraseExpress syntax. Apple-/Javascript is not support at this time. However, PhraseExpress includes its own powerful cross-platform macro language.

Miscellaneous

License registration

To use PhraseExpress for commercial/professional activities or with advanced features, you must purchase a license and register your PhraseExpress installation in a one-time procedure.

If PhraseExpress is used in a client-/server environment, clients are licensed centrally by the server (see manual of the PhraseExpress server or SQL Client Manager).

To register a stand-alone installation or an USB stick:

1. Highlight the entire license key (begins with "PEX…".) and press the keyboard shortcut CTRL-C to copy it into the clipboard.
2. Open the PhraseExpress main program window and select Help » Register for professional use.
3. Click into the license key input field and press the keyboard shortcut CTRLV to paste the license key from the clipboard.
4. Press the Register button to register the license key.

The license key registration requires an internet connection to store the association between your hardware and the license key in our license database. Offline license registration is available on request for volume license purchases.

After successful registration, the program title changes to either "PhraseExpress Standard", "PhraseExpress Professional Edition" or "PhraseExpress Enterprise Edition" depending on your purchased license.

License de-registration

If you wish to use a registered license key for another installation, you must release the license association from the current installation first:

Open the PhraseExpress program window and select Help » About PhraseExpress » Remove license.

This operation requires an internet connection in order to delete the license key association in our online database.

You must not continue to use a PhraseExpress installation for professional activities after license removal.

If you forgot to remove a license from an installation, you can remove the license after re-installing PhraseExpress.

Maintenance renewal

To renew maintenance for an existing, registered installation:

1. De-register the current license key.
2. Register the new license key.

License status

To review the current license status and maintenance time left, select Help » About in the main program window.

Usage statistics

PhraseExpress measures your individual typing speed to calculate the time you save by inserting phrases instead of entering them manually.

Example: Given an average typing speed of 60 characters a minute, you would need approx. 2 minutes to enter a text containing 120 letters. When using PhraseExpress you would only require approximately 5 seconds to select the phrase or to trigger the Autotext. Thus, your time savings is 115 seconds for each phrase. Given an hourly rate of $20, PhraseExpress saved you 64 cent ($20 per hour * (120 seconds - 5 seconds) / (60 seconds * 60 minutes) = $.64).

The program can calculate the approximate money saving if you optionally enter your hour rate. Of course, no such information is transmitted to us.

To access statistics, open the main program window and select Help » Statistics.

PhraseExpress uses the currency as defined in the Windows regional settings. The statistics works only for unformatted phrases. Macro functions may reduce accuracy. The statistic feature is for entertainment only and not suitable for accurate productivity measurement.

Launch with Windows

To launch PhraseExpress together with Windows , enable Settings » Features » Autostart.

Temporarily disable PhraseExpress

Click the PhraseExpress tray icon while holding the CTRL-key to temporarily disable PhraseExpress. This is indicated by a gray exclamation mark in the PhraseExpress icon. Simply click the tray icon again with the CTRL-key to re-activate PhraseExpress.

Update check

To check manually for updates, select Settings » Network » Online updates.

Disable or configure the update check to only notify you about critical, minor or experimental updates.

Online update check is disabled if PhraseExpress is connected to a PhraseExpress or SQL server to prevent software version mix-up in a network environment. Use the Client Manager to check for updates in this case.

UI restriction

PhraseExpress can be secured against operating errors by disabling menu options in the user interface:

• The restricted user interface increases ease-of-use and minimizes training and technical support by IT staff.

Uninstallation

To permanently remove PhraseExpress:

1. Deregister any license key, allowing you to reuse the license key for another installation.
2. Right-click the PhraseExpress tray icon and select Exit.
3. Press the Windows-key (which is left to the space bar) on your keyboard.
4. Type "Program and Features" in the search box and select the corresponding entry from the list of found items.
5. In "Program and Features", right-click PhraseExpress in the list of programs and select Uninstall.

If the Uninstaller tells that PhraseExpress is still running while there is no PhraseExpress tray icon visible, press CTRL-SHIFT-ESC to open the task manager, click Details, switch to the tab Processes, select the process 'phraseexpress.exe' and end the process.

The uninstallation routine does not delete phrase files to prevent accidental data loss. If you do not need the phrase file anymore, delete them in the Windows file explorer.

Reference

Phrase file states

Icons in the first tree level of the main program window indicate the phrase source and current status:

Program states

PhraseExpress has different states which are indicated by its tray icon:

Program hotkeys

PhraseExpress temporarily uses following hotkeys in the main program window:

PhraseExpress hotkeys are temporarily disabled when the cursor is placed in the hotkey input field to allow you to enter/use above hotkeys for your phrases/folders.

File locations

PhraseExpress uses a couple of files which are stored in following locations:

Command line parameters

Video tutorial

Several command-line parameters are available for the program executable and for the installation file.

Program file

Advanced users can launch the PhraseExpress program file with command-line parameter in order to activate additional functions:

Installation file

Following command-line parameter can be used with the standard PhraseExpress installation file (not the MSI installer and not the program file):

/SILENT, /VERYSILENT, /SUPPRESSMSGBOXES

Instructs Setup to be silent or very silent. When Setup is silent the wizard and the background window are not displayed but the installation progress window is. When a setup is very silent this installation progress window is not displayed. Everything else is normal so for example error messages during installation are displayed.

Specifies the SQL database location if using PhraseExpress with a SQL server.

Replace place holders "X" and "Y" corresponding to your SQL configuration:

• X=0 if SQL server connection is authorized by the SQL server.
• X=1 if SQL server connection is authorized with Windows logon.
• Y=0 if using a Firebird SQL server.
• Y=1 if using a Microsoft SQL server.

Following example connects to Microsoft SQL server with Windows logon authorization:

PhraseExpress expects the license database at the phrase database location by default.

If the license database is stored in a different location, use command-line parameter /SQLLICENSE to specify the license database.

Replace place holders "X" and "Y" corresponding to your SQL configuration:

• X=0 if SQL server connection is authorized by the SQL server.
• X=1 if SQL server connection is authorized with Windows logon.
• Y=0 if using a Firebird SQL server.
• Y=1 if using a Microsoft SQL server.

Following example connects to a Firebird SQL server, authorized by the SQL server:

/SERVER=IP address:Port

specifies the PhraseExpress server's IP address and port.

The Client tries to find the Server by sending UDP broadcast polls via a UDP 1037 by default. You can change this UDP port to a custom port:

Example: /ServerUDPPort=1062

/LISTENUDPPORT=port number

The PhraseExpress server answers client's broadcast poll with the TCP address and TCP port via a UDP 1036 which can customized with this command-line parameter. Example: /ListenUDPPort=1035

Do NOT use following command-line parameter if using a PhraseExpress or SQL server as following parameters can be configured centrally in the Client Manager:

/LICENSE =XXXX

Passes the license key to the Stand-Alone installation and automatically registers the license online. Use individual licenses key for each installation. We replace multiple license keys (25+) with a single license key (valid for the equivalent number of installations) on request.

Video tutorial

/NOCONFIG disables access to client program settings to prevent operating errors.

/NOEDIT disables editing phrases on the client.

Macro functions

See Macro functions section.

Program settings

See Settings section.

Troubleshooting

See troubleshooting section.