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PhraseExpress v8 DocumentationWhat can PhraseExpress do for you? Using PhraseExpress on USB flash drives How do I……paste a phrase into a document? Additional functionsPlace phrase menus on the desktop Restrict PhraseExpress to certain programs Autolearning Spelling Mistakes Perform Calculations As-You-Type Using PhraseExpress in a Network Macro functionsHow do I……add the current date to a phrase? …link a phrase with another phrase? …add manual text input to a phrase? MiscellaneousDisable PhraseExpress temporarily Remove license from PhraseExpress Launch PhraseExpress automatically with the Computer Changing the phrase file location Trouble-shootingAre unsuitable Autotext phrases triggered? Does a certain Autotext/Hotkey not work? Do Autotexts/Hotkeys not work in particular programs? Is text incorrectly or incompletely inserted? Are you not receiving text suggestions? Never read manuals?No problem, PhraseExpress can be explored without additional instructions, up to a certain degree. However, you will certainly miss a many features that will not be revealed by simply trying out the software! At the very least, we strongly recommend you read the tips & tricks section! Document ConventionsYou are currently reading this manual in your browser program. This allows you to jump between sections, set bookmarks or to print this manual.
This symbol indicates a useful hint. Tips & Tricks are marked with this icon. These hints simplify the use of PhraseExpress by explaining procedures which you may not discover through simple use of the software. This symbol indicates very important notes. What can PhraseExpress do for youPhraseExpress will increase your productivity while working on your computer:
Special PhraseExpress benefitsPhraseExpress does everything that you could possibly expect from a text snippet organizer program but also offers quite a few unique extras:
A complete feature list is available online at http://www.phraseexpress.com/features.htm New features in Version 8Check out the new features online at http://new.phraseexpress.com. Software InstallationPhraseExpress is installed like any other normal Windows software in following easy steps:
If you want to share a common phrase file with multiple users in a network, please install the separate PhraseExpress Server from the Network Edition. Additional information about remote installations can be found in the manual of the PhraseExpress Network Edition at http://netman.phraseexpress.com#distribution. PhraseExpress will install a phrase file containing some usage examples and common spelling corrections. You can easily delete the sample phrases if you do not need them. You can also download additional contents from our web site at /download.php. PhraseExpress on USB flash drivesPhraseExpress must not necessarily be installed on a computer. You can alternatively run PhraseExpress directly from a USB memory stick:
PhraseExpress recognizes automatically if it is running from a USB memory device and switches to a special USB mode. This is indicated by either the word 'USB' in the title bar of the main program window. In USB mode, PhraseExpress stores user and application data into the same directory the program is running from. The program will not write any data on the host PC while in USB mode. The USB mode allows you to use a single license on any computer wherever you insert the USB stick. Important Note
Upgrade from previous versionsWe recommend that you remove any older version before upgrading to the latest version. PhraseExpress will convert the phrase file to a new format that supports the new features. Backup your current phrase file before upgrading! Previous PhraseExpress versions will not be able to read the new phrase file format. If using the PhraseExpress Network Edition, you must upgrade all PhraseExpress client installations on the network. You cannot mix old and new versions. Privacy informationPhraseExpress is designed to react to your keyboard input. This may sound obvious but unfortunately some Antivirus/Antispyware utilities may misidentify PhraseExpress as a Key logger or spyware. Such 'security' software often cannot distinguish between harmless and potentially dangerous programs, as they are triggered by any application that processes keyboard input. You can safely use PhraseExpress. PhraseExpress never sends any personal information over the internet. Period.
When and why does PhraseExpress access the Internet?
You can disable both options in the PhraseExpress settings. However, we strongly recommend that you allow PhraseExpress to check for updates as we continuously improve the program and add new features. The First StepsAfter launching PhraseExpress the program icon appears in the lower right of the Windows system tray:
From now on, PhraseExpress will save you from typing the same phrases over and over again. Actually, you do not need to do anything special after installing and launching PhraseExpress:
But you can also store text snippets manually. The first few text phrases you may want to create could be your name that can be triggered by your initials, or a shortcut to your email or mailing address, bank account information, telephone number, etc. How to store a new phrase
The phrase is added to PhraseExpress by selecting or discarded by selecting . If you check the option "", PhraseExpress will store new phrases directly without showing above input dialog. This is only recommended if you would like to quickly store a large number of phrases and want to configure them later in a separate session.
When using the task tray icon menu command , the phrase is always stored in the top (root) level of your phrase folder structure. Save text formattingPhraseExpress analyzes the contents of the new phrase and may offer additional options. If the text is formatted or contains a web link or pictures, you can select any of the following formatting options.
Use formatted text phrases and/or bitmaps with care as they require a lot more space in the phrase file compared to unformatted phrases. Unformatted phrases support all PhraseExpress macro commands while formatted phrases only have limited or in the case of Word-formatted text snippets no support for macro functions. You can always remove any text formatting for any phrases by right-clicking into the phrase contents in the main program window. Word-formatted text is only supported by the PhraseExpress Professional Edition. HTML/RTF formatting is not available in the Easy Edition. You can upgrade your license at /upgrade.php Restrict the phrase to individual programsPhraseExpress identifies the source program in which you create the new phrase. Optionally, you can restrict recognition of any defined Autotext/Hotkey to the program from where you have created the phrase. Additional settings are described in chapter "Restrict phrases to certain programs". This option is only available in Expert mode. How to insert a phrase into a document
You can also insert a phrase with the following methods:
If text is not inserted properly, please check the chapter "Trouble-Shooting". Phrase selection popup menuPhraseExpress opens a popup menu next to the cursor in one of the following cases:
Selecting an item from the popup menuThe popup window allows you to select the desired phrase using any of the following methods:
The selected phrase is then pasted into the target application with the confirmation hotkey TAB. You can change this confirmation hotkey in the settings (see chapter "Settings - Popup - Hotkeys"). The appearance of the popup menu and the Hotkeys can be customized in PhraseExpress (see chapter "Popup menu settings"). The popup menu can be closed by hitting the ESC key or clicking outside the menu with the mouse. If you click on any phrase item in the popup menu while holding the CTRL-key, the phrase contents is copied to the Windows clipboard rather than pasted into the target application. If you hit the Arrow Up / Arrow Down-key, you can also trigger the phrase by pressing ENTER instead of the confirmation key. You can instantly edit any phrase by clicking the item with the right mouse button in the popup menu. Place phrase menus on the desktopThe phrase popup menu normally disappears automatically after you have selected an item. For further text insertion, you would need to manually open the popup menu again. However, you can also pin any phrase folder on the Desktop as a 'floating menu'. Floating menus provide quick access to the phrases. You can drag & drop phrases out of the floating menu into the desired target program or also create a new phrase by selecting any text and dragging it into the floating menu floating. The float collapses if you double-click the title bar in order to save desktop space. It expands if you double-click again. You can place multiple phrase folders on the desktop and sub-folders of the floating menu are still accessible. PhraseExpress remembers the location of any floating menu individually for each user even after a computer restart. You can remove a floating menu from the desktop by simply X-ing out. This action will only remove the popup from the desktop but will not delete the phrases themselves. You can create a new phrase by highlighting any text portion in any program and dragging it into the floating menu while holding the mouse button. This feature is not available in the free version but only in the Pro Edition. You can upgrade your license at /upgrade.php Floating menus are also useful for the system-folders Clipboard Cache and Last Used phrases. Using HotkeysA Hotkey (or shortcut key, keyboard shortcut, key combo, etc.) is a set of keys associated with a certain phrase or folder. For example, hold down any of the ALT and/or SHIFT and/or CTRL "modifier" keys and then press and release a single other regular key, and lastly release the CTRL- , ALT-, SHIFT- key(s). This distinction is important because it is easy to miss some of the keys or cause an unwanted auto-repeat when trying to press all the keys simultaneously. In PhraseExpress, you can even use mouse buttons as a Hotkey. PhraseExpress can insert a phrase by pressing its associated Hotkey. E.g., your signature can be pasted if you press the Hotkey CTRL-ALT-S. This is useful but you would quickly run out of Hotkey as you assign more and more phrases to individual Hotkeys. For this reason, PhraseExpress allows you to re-use the same Hotkey for multiple phrases. Alternatively, you can assign a Hotkey to a phrase folder that may contain multiple phrases. E.g. you could use the Hotkey CTRL-ALT-B for a phrase folder that contains phrases with information of all your bank accounts. If you enter such Hotkey, a popup-menu opens near the cursor where you can choose the desired phrase using the mouse or the Arrow Up / Arrow Down-keys of your keyboard (also see chapter "Popup menu"). Hotkeys defined in PhraseExpress can conflict with Hotkeys reserved by other programs. Avoid frequently used Hotkeys and rather use combinations with the CTRL- , ALT-, WIN-, SHIFT- key and a letter. Many Hotkeys are firmly reserved by Windows (see list) and cannot be assigned in PhraseExpress. Especially, the WIN-key is almost exclusively reserved by Windows Vista and should not be used without a combination of additional modifier keys. If Hotkeys do not work, please see the chapter "trouble-shooting". How to use AutotextAutotext is a feature similar to MS Office's 'AutoCorrect' feature, but pushed to new limits by PhraseExpress. Autotext automatically replaces text shortcuts (the Autotext) with text phrases defined for the trigger phrase while you type. General Autotext video tutorial Sample applications:
If the Autotext feature does not work as expected, please see the chapter "trouble-shooting". If you experience unwanted text replacements, please read chapter "Unwanted text replacements". If Autotext settings are grayed out, the Autotext feature may be disable in the containing/parent folder or you have no editing permissions. Configure AutotextAutotexts can be configured in PhraseExpress in great detail. Here are some example applications:
The following information is of technical nature. You can safely ignore this chapter if above applications are of no interest. Following options are only available in Expert mode: Leading and trailing delimitersPhraseExpress continuously monitors what you type and scans words to determine whether your keyboard input matches any Autotext you have defined. Whenever your input matches any Autotext, the program replaces the Autotext with the corresponding text phrase. By default, PhraseExpress detects an Autotext if it is typed as a separate word. 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, semicolon, TAB or ENTER. The characters which must be entered before an Autotext (leading delimiter) are called . The characters which must follow the Autotext (trailing delimiter) in order to trigger an action are called . You can define the required prefix and postfix separately for each phrase and PhraseExpress offers a few presets:
Example uses of custom prefix/postfix settings:
Manual phrase confirmationBy default, phrases are inserted automatically if you trigger the phrase by entering its associated Autotext. However, sometimes you may want to decide whether a phrase shall be executed on a case-by-case basis. If you activate the option for a particular phrase, PhraseExpress will not automatically insert the phrase but opens a small popup menu prompting you to insert the phrase:
This option is only visible in Expert Mode (see chapter "Expert Mode"). You can customize the confirmation hotkey by right-clicking on that option in the main program window (also see chapter "Settings - Popup - Hotkeys"). The number of required letters to hide the popup menu can be configured in the Settings under . Remove trailing delimiterIf you do not want to output the trailing delimiter after phrase insertion, please select this option. This option is not available if the Autotext is set to or . This option is only visible in Expert Mode (see chapter "Expert Mode"). Automatic CAPS detectionIf the first letter of a phrase content is not a capital letter, PhraseExpress will automatically set the first letter of your phrase to a capital letter when you type the first letter of the Autotext in caps lock. If you type at least the first two letters of an Autotext in caps lock, then the complete phrase will be pasted in caps capital letters. Examples for the Autotext 'max':
You can disable this automatic system by activating the Autotext option "". This option is only visible in Expert Mode (see chapter "Expert Mode"). Restrict Autotext and Hotkeys to certain programsAutotext and Hotkeys are normally recognized system-wide in any application. You can, however, define the scope of each phrase where the Autotext and Hotkey can be recognized. Sample applications:
Restrict to certain programs
The Autotext/Hotkey will then only be recognized in the select program(s). If no program is selected, then the Autotext/Hotkey will work in any program. Exclude from certain programs
If no program is selected, no program will be excluded. If you wish to restrict all phrases to certain programs, highlight the very first item in the phrase tree structure and apply the setting to all elements including sub folders when being prompted for. You can also restrict the text prediction feature to certain programs (See chapter "Restrict text prediction feature to certain programs"). This option is only visible in Expert Mode (see chapter "Expert Mode"). How to edit a phraseClick the PhraseExpress icon Alternatively, click the PhraseExpress tray icon while holding the SHIFT-key to open the editor with the most recently inserted phrase. You can also define a hotkey for this task at Tools » Settings » Hotkeys. You can also open any phrase for editing in the phrase selection popup menu by right-clicking the item in the popup menu. The left-hand tree view allows you to review and manage your phrases and organize them in folders. You can move items within the tree structure by selecting them and clicking the up/down buttons or with drag & drop. Phrase folders allow you to organize your phrases into categories such as different languages, phrases for certain departments or for different tasks. A thoughtful folder structure design provides easy access to a large number of phrases.
Multiple objects can be edited simultaneously by pressing and holding CTRL and/or SHIFT while selecting the desired objects. You can import external files such bitmaps, text files or program executables by dragging them to the desired position in the phrase tree structure (also see chapter "Importing data"). If using the Network Edition, you can restrict read and write access to individual folders (see chapter "Define access rights"). If settings are grayed out, they are disabled. The status bar of the main program window provides more information In most cases. If you click the OK button while holding the CTRL-key, you can save the phrase file and the main program window will keep open. Phrase SettingsSelect the desired phrase in the tree view to display the phrase in the right window. A phrase consists of the following elements:
More options become visible if you enable the "Expert Mode". Folder SettingsSelect the desired folder in the tree view to display the folder options in the right window:
More options become visible if you enable the "Expert Mode". Folder settings become the default for any new phrase you create in that folder. Of course, you can still change the settings for any element in the folder. If the Autotext/hotkey input field is missing, it has been deactivated in any parent folder. Editing options in the phrase tree context menuPhraseExpress offers additional functions if you right-click any item in the phrase tree view. Different editing commands show up for folders vs. phrases.
Some editing commands are only available in Expert Mode. Hotkeys used in the Phrase Tree ViewHotkeys allow you to quickly navigate through your phrase library:
How to find a phrasePhraseExpress offers two options to locate a certain phrase based on its description, phrase contents, Autotext or Hotkey: QuickSearchOpen the main program window and click the magnifying glass button below the tree view. A query input field will open below the phrase tree and you can configure the search options. PhraseExpress will jump to the first match after you start typing the query string. If multiple hits are found then you can jump to the next entry by hitting ENTER or pressing the button. You can jump back to any previous entry by entering CTRL-ENTER or pressing the -button together with the CTRL-key You can also select whether you would like to see the search result within the phrase tree structure or in a flat . When hovering over a phrase in the list, the full path within the phrase tree is shown. Right-clicking the magnifying glass button toggles the display of the search input field. Find & ReplaceIf you would like to find a phrase within a certain folder (including sub-folders) or if you want to replace a string with another, right-click the desired phrase folder from the phrase tree view and select from the context popup menu. Search & Replace only works for unformatted phrases. PhraseExpress will ask you whether to permanently(!) remove the text formatting if any formatted phrase is matching the search term. CTRL-clicking the magnifying glass button or pressing the hotkey CTRL-ALT-H opens the Find & Replace window. How to delete a phraseTo delete a phrase or folder, open it in the editing windows first:
Then click the item in the tree view on the left and either hit the Delete-key on your keyboard or click the red-colored trash bin icon below the tree view. The item will be deleted after confirmation by clicking . For your safety, PhraseExpress checks whether the phrase you are about to delete is linked from another phrase by using the #insert macro function. In such case, it offers you to review those linking phrases before deletion. The Text Prediction FeatureThe text prediction feature saves you from repetitive text input and can be enabled at . PhraseExpress analyzes your text input during your normal work and recognizes repeatedly entered sentences. After a short learning period, PhraseExpress will start to offer to auto-complete such frequently used phrases. Smart algorithms determine the phrase suggestions depending on the following parameters:
Please just make sure to type repetitive sentences identically to allow PhraseExpress to identify them as a repetitive input. The text prediction feature is caps-sensitive and distinguishes sentences by their punctuation. If you start entering a phrase of a minimum length for the third time, it will start to offer to auto-complete that phrase. The required minimum length is determined by the parameter "Minimum input savings" as described in chapter "Settings - Popup menus - Behavior"). If multiple Auto-completions may fit you can select the desired auto-completion from the popup menu using the mouse or Arrow Up/Arrow Down-keys (learn more). The menu automatically disappears if you ignore the suggestion and continue to type a few letters. You can also train PhraseExpress with your Word documents or Outlook emails to get instant suggestion based on what you have written earlier (learn more). It will be as PhraseExpress known you forever. The Text Prediction feature is integrated into PhraseExpress but uses a dictionary which is separate from the phrases, which you have manually defined (see chapter "Storage location of your personal data"). You can transfer any phrase suggested by the Text Prediction feature into your library of phrases via the special phrase folder named in the phrase tree (Learn more). This special phrase folder acts as a bridge between the text prediction feature and your phrase library. Unwanted text suggestions can be quickly deleted from PhraseExpress by right-clicking the unwanted item in the popup menu. The text prediction feature can be temporarily disabled by clicking the PhraseExpress tray icon while pressing the CTRL-key. If you do not get any text suggestions check the trouble-shooting section. The text prediction feature uses sophisticated analyzing algorithms in order to find suitable text suggestions and may cause moderate CPU load. You may want to disable the text prediction feature if working on a battery-powered Laptop to increase battery runtime. The text prediction feature is automatically disabled if using an Asian language. PhraseExpress generally does not process or store text input consisting of a single word (e.g. input of a password). The Clipboard CacheWindows normally overwrites any contents you have copied to the Clipboard. The Clipboard Cache feature now caches previous clipboard contents and provides quick access via a special phrase folder. This feature also allows you to save multiple phrases in a batch if you simply copy multiple strings to the clipboard and organize the snippets in PhraseExpress later. The Clipboard Cache can be disabled by simply deleting the special folder from the phrase tree in the main program window. You can enable the function in You can configure the Clipboard Cache by highlighting the folder in the phrase tree view of the PhraseExpress main program:
As the hotkey CTRL-V is the system hotkey to paste the current clipboard content we recommend to choose CTRL-ALT-V for the clipboard cache folder. System folders are automatically populated by the system and cannot be altered. You can only drag & drop items from the system folder into your own folder. How to access the last used phrasesPhraseExpress can copy the last inserted phrases into a special system folder within your existing phrases structure. You can enable the function in This feature is useful if you need to expedite access to a limited set of phrases for repetitive insertion, e.g. when filling a batch of similar forms. We recommend setting a Hotkey or Autotext for this system phrase folder. This folder also serves as a data 'bridge' between the text suggestion feature and your phrase library. Any accepted text suggestion is copied to the folder. You can disable this system folder by simply deleting it from within the phrase tree in phrases. The system folder can be re-enabled in the program settings. System folders are automatically populated by the system and cannot be altered. You can only drag & drop items from the system folder into your own folder. Spelling CorrectionThe spelling correction feature actually is no specialized function in PhraseExpress but realized with the regular Autotext feature. The PhraseExpress sample phrase file contains spelling correction items that replaces 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 finde more information in chapter "Unwanted text replacements". We offer spelling correction phrase files user interfacin several languages in our download section at: /download.php TypoLearnPhraseExpress recognizes if you manually correct a spelling mistake. If you correct the same typo several times, a bubble notification in the task tray icon tells you that PhraseExpress created an automatic spelling correction item in the "TypoLearn" system folder. From then on, PhraseExpress offers you to correct this spelling mistake if it occurs again. PhraseExpress can only learn spelling mistakes for single words that are finished with a space, removed by using the backspace key, manually corrected and finished by a space. It is very important not to leave out the space character. The TypoLearn feature can be activated under . To disable the feature, you can simply delete the TypoLearn system folder. You can configure TypoLearn settings by highlighting the system folder in the phrase tree view. It makes sense to exclude very short words from the TypoLearn folder. We recommend a minimum length of 4..8 characters for spelling mistakes. You can also configure how often you would need to correct a spelling mistake manually, before it is added to the TypoLearn folder. We recommend 2..3 repetitions. Make sure to move spelling corrections from the TypoLearn system folder to your personal phrases as PhraseExpress may replace them with new spelling corrections if the maximum number of allowed items is reached in that folder. System folders are automatically populated by the system and cannot be altered. You can only drag & drop items from the system folder into your own folder. This feature is not included in the Easy Edition. You can upgrade your license at /upgrade.php The SmartSearchThe SmartSearch provides a very useful tool to perform queries on your computer:
PhraseExpress will then open the selected web page with the search results. This even works for addresses in Google Maps. 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/phrases.php in order to use the SmartSearch feature. You can change the hotkey to trigger the SmartSearch just like you can do with any other phrase. You can even assign a mouse button to this useful function for quicker access. You can add additional search engines to the SmartSearch as shown in this video. Calculate-As-You-TypePhraseExpress 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/phrases.php in order to use the Calculate-As-You-Type feature. This feature is not included in the Easy Edition. Using PhraseExpress in a networkYou can share phrases with others in the network by installing the separate PhraseExpress Server of the Network Edition. Please learn more about how to install the Network Edition in the PhraseExpress manual of the Network Edition at http://netman.phraseexpress.com By using the Network Edition, you can configure read/write access rights for each phrase folder (see chapter "Restricting phrase access in the network"). ImportantIf using the Network Edition, make sure to have the network function enabled in Settings ». If the client is connected to the PhraseExpress Server, the exclamation mark in the task tray icon turns green and the program title bar bears the word 'Network' (also see the chapter 'Program States'). Automatic Server SearchYou can enable the automatic server search via and select. By default, PhraseExpress continuously searches the PhraseExpress Server in the network (using a UDP broadcast poll via a customizable port 1036). If the PhraseExpress Server recognizes a poll, it welcomes the client by providing the current Server PC's IP address via a customizable UDP port and the client installation will download the phrases from the server. Once the client installation receives the IP address, it will first try to connect to this IP address every time a client restarts. Only if the server cannot be found anymore will the client start sending broadcast polls again. You can disable broadcast polls by manually defining the Server IP address, using a local phrase file or if you disable the network function in the client. Manual Server IP addressIf the Server PC's IP address is permanent, you can enter it manually to allow faster connection and to disable the client's broadcast polls. This also allows you to access the PhraseExpress Server via the internet (whereas polling via UDP would fail). The client will not find the Server again if the IP address changes in the meantime unless you enter the new IP address or switch to automatic server search (see above). Please find more information about using PhraseExpress in a network in the manual of the Network Edition at http://netman.phraseexpress.com. Configure access rights to individual phrase foldersIf you are using the PhraseExpress Network Edition you might want to have phrases that are exclusively visible to you or restrict a certain phrase folder to a particular workgroup. Usage examples:
Ensure that you are running PhraseExpress in Expert Mode (see chapter "Expert Mode"), then open the PhraseExpress main program window and right-click the desired phrase folder from the phrase tree view. Now, click from the context popup menu. The fly-out menu offers additional options. If you click you can precisely define access rights based on the domain, work groups, user groups or individual users. to configure multiple folders at a time, highlight them by click on the desired folders while pressing the SHIFT- and/or CTRL-key. PhraseExpress identify users by their Windows login user name. This means that if you log onto a different PC in the network, you can see your private phrases there as well. Important notes:
Macro functionsPhraseExpress offers powerful macro functions to add dynamic text to your phrases (e.g. adding the current date, time or counting variables, etc.), to launch applications, documents or to open programs. List of macro functionsClick any macro function name in the below list to get detailed information:
Certain macros are not compatible with HTML/RTF formatted phrases as indicated in the above table. Macro functions are generally not supported by MS Word-formatted phrases. However, you can use Word macros in such phrases. Entering macro functionsMacro functions can be added to phrase text as normal text in the input field Phrase contents or by clicking the button. When you use the phrase later, PhraseExpress will replace the macros with the desired dynamic content. Macro functions are colored to make it easier to identify them within the phrase. You can double-click a highlighted macro function name to edit it. Example of a phrase containing macro functions: Today is {#date}. The time now is {#time}. In this example, the macro functions {#time} and {#date} will be replaced by the actual time and date. Nesting macro functionsYou can also nest macros into each other for powerful and flexible tasks. In most cases, the nested macro functions are processed first (From the inside to the outside). Example of a nested macro: {#rnd {#input Max value?}} Above macro example opens a text input box and outputs a random number between zero and the value you have entered. If a macro function is not executed, please carefully check for typos and syntax. Certain macros can only be used in phrases without text formatting. If required, divide formatted phrases into two separate formatted phrases. Then create a new unformatted phrase, retrieve the first formatted phrase using the #insert macro, add the desired macro function(s) and finally retrieve the second half of the formatted phrase using #insert. Adding the current date to a phrasePhraseExpress includes macro commands to add dynamic contents to your text phrases. Create a phrase and add the macro function {#date}, {#time} or {#datetime} at the desired position: Today is {#date}. The current time is {#time}. Whenever you use this text phrase, the macro commands in {} will be replaced with the current date and/or time: Today is 03/12/2007. The current time is 10:34. The output format of the date and time will be taken from the regional settings as listed in MS Windows. Formatting of the date and timeThe more powerful macro function {#datetime -f format -s shift} allows you to select individual parts of a date or time and to change the order. Example applications:
As the parameter syntax for the macro function {#datetime..} is quite complex, we strongly recommend to use the Add macro button to configure the macro properly. Parameter reference for the date/time formatting:
Overview about the date/time parameters:
Time shiftYou can also shift the current date and time output by using the optional parameter -s shift Replace shift with the positive/negative amount of shift. Directly after the amount, add which date/time unit should be shifted:
Number of days/weeks passed of the current year{#datetime -d} outputs the number of days that have passed within the current year. {#datetime -w} outputs the number of weeks that have passed within the current year. Perform date-based calculations with any given dateYou can provide any custom date via the parameter -value to perform date-/timeshift calculations on the provided date/time This example takes the current date via the parameter -value and performs a shift of +14 workdays: {#datetime -value {#date} -s 14w} Open Calendar PopupThe macro function {#calendar -head window title -f date format -s timeshift -def default value -manual} opens a calendar and pastes the date selected by the user in the defined format as text. Example: Please choose a date: {#calendar -head Select a date!} You can use the same date formatting options as in the macro #datetime. By default, the current date is highlighted in the calendar. You can however either enter a fixed default date or a dynamic date shift relative to the current date. The optional parameter -manual adds a manual input field underneath the calendar. If you require the selected date in various places within a phrase, simply use the identical window title for the calendar macro. In such an event, PhraseExpress opens the calendar only one time and inserts the same selected date in all occurrences of the calendar macro within the phrase. Link a phrase with another phraseA very powerful function is the ability to nest phrases by retrieving phrases out of another phrase. This is useful, for example, to create an email signature which is used by multiple phrases. To do that, place the macro function {#insert Autotext} where you would like to have the other phrase which is defined by its Autotext. Let's assume, you have created this text phrase: Hello, Thank you for your offer. We will reply to you as soon as possible. {#insert footer_jon} At the end of above phrase you can see that it calls another phrase with the Autotext footer_jon and following contents: Kind regards, The above rendered text phrase would look like this when being pasted: Hello, Thank you for your offer. We will reply to you as soon as possible. Kind regards, You can also use an Autotext for a phrase folder. In such a case, the corresponding phrase folder would pop up at the present cursor's location and you can select the desired phrase. When using the optional parameter -random, PhraseExpress will paste a random phrase from within the corresponding folder. Example: {#insert Autotext -random} You can also drag & drop phrases from the phrase tree directly into the phrase contents field of the phrase you are currently editing. PhraseExpress will create the macro command at the position where you drop the phrase. If the inserted phrase does not yet have the required Autotext, then PhraseExpress creates one for you based on the description beginning with '##' plus a random number. Benefits of using nested phrases
We strongly recommend that you try using nested phrases. They are extremely useful and you will really appreciate this feature. Adding a counter variable in a phrasePhraseExpress allows you to create an unlimited number of counter variables with custom start values and an incrementor/decrementor. Creating a variableVariables are handled just like usual phrases. Open the and right-click the location in the tree view where you would like to create the variable and select from the popup menu. Alternatively, create a new standard phrase and enter a number as the . PhraseExpress will then ask you if the phrase should be converted into a variable. In the right window you need to define a , the , optionally an and - most importantly - the (which is also interpreted as the ). If you do not enter a variable name, PhraseExpress will take the description as the variable name. If you set the incrementor to zero, the variable keeps the static value. You can now paste the variable as a value into any application. The practical way to use a variable is inside another phrase using the macro function {#insert ..} where it could be used as an order number: Hello, Your order number is {#insert ordernr}. Thank you for your purchase. Kind regards, Each time you use this phrase, the current variable value will be inserted and increased/decreased as specified for this variable. Placing the cursor within a phraseThe macro function {#cursor} places the cursor to the macro position within a phrase after insertion of that phrase. Example: The cursor will be here: {#cursor} and not at the end of the phrase. This macro only works for phrases without text formatting that are pasted using the key-by-key paste method. The cursor position can be affected by {#ASC ..} or {#SIMKEY ..} macros. Adding a manual text input into a phraseThe macro function {#input -head windowtitle} allows you to enter additional text, which will be inserted into the phrase at the position where this macro is positioned. Example: Dear {#input -head Recipient's name?}! Thank you for your email. We will reply as soon as possible. Best regards, Whenever you retrieve this phrase, PhraseExpress opens the following dialog window with the window title as specified in the macro function ("Recipient's name?" in this example) and allows you to enter additional text before the phrase is actually pasted:
After clicking OK (or hitting CTRL-ENTER), the entered text will replace the macro function in the phrase and the output would look like: Dear Frank Harris! Thank you for your email. We will reply as soon as possible. Best regards, Additional parameters for {#input}
If you need the text input at multiple positions within a phrase, just use the identical window title text for all macro functions and you will only need to enter the input once and it will be used for all instances. Create an input formPhraseExpress can open a custom input form that retrieves multiple text entries before a phrase is inserted. The collected information is then inserted into the phrase at the positions of the corresponding form macro functions. We recommend this procedure to create an online form:
List of form macro functions.Sample application:{#form -text Example form -width 500}{#formtext -text This is form example}{#formseparator}Customer Name: {#formeditbox -text Your name? -def Mike -single -required}. The user is a {#formcheckbox -text Existing Customer? -hint description -vals paying|non-paying -def Yes}. The customer is using {#formcombobox -text Which version? -items version 1|version 2|version 3}. If you trigger above phrase, PhraseExpress will not insert the phrase directly but opens a form first that collects all required data first. After you filled the form and clicked the button, PhraseExpress will replace the form macro functions with the actual input and outputs the phrase into the target application in one go: Customer Name: Michael. The customer is a paying customer. The customer is using version 3. Form macros can be used in any combination and number. The maximum text description length is 256 characters. If text is cut by the form, you may want to increase the form window width with the {#form} macro function. The form height is automatically determined by the number of controls in the form. Normally, macro functions are processed recursively, starting with inner nested macros to outer macros. Form macros are an exception as they are sequentially processed. Only macro functions that are nested within a form macro are processed recursively. If you need any input at multiple positions within a phrase, use the identical label for all related form macros. Only one instance of the objects that have the same label will be shown in the form. The user input will then be inserted at all positions of the form macro (that has the same label) in the phrase. Form macros are only available in the Pro Edition. You can upgrade your license at /upgrade.php Output a message windowThe macro function {#msgbox -head window title -text message text -yes Autotext -no Autotext -cancel Autotext -defaultno} interrupts the phrase output and opens a standard message window with the given message text. The message window may have one of these button combinations:
You can define an Autotext of another phrase for each button, which would be inserted if the user presses that button. This allows you to branch to different phrases by user demand. If the user clicks Cancel, then the phrase insertion will be cancelled at the position of the #msgbox macro function. The optional parameter -defaultno opens the message box with input focus on the No/Cancel button. Adding a Windows environment variable to a phraseThe macro function {#env %variable%} inserts the specified Windows environment variable into the phrase. Example: The operating system is {#env %os%} and the user name is {#env %user name%} The above phrase is rendered at the time of execution as follows: The operating system is Windows_NT and the user name is Jon Donson Adding a ActiveDirectory LDAP variable to a phraseThe macro function {#adldap variable name} inserts the specified LDAP variable into the phrase. This macro is useful e.g. for email signatures which are dynamically filled by the ActiveDirectory variables. Example: Kind regards, {#adldap Name} Phone {#adldap Phone} Above phrase is rendered at the time of its execution as follows: Kind regards, Adding a random value into a phraseThe macro function {#rnd maximum} pastes a random value between 0 and the specified maximum value. Example: This is a random value: {#rnd 100} The output would be: This is a random value: 23 Creating an emailThe macro function {#email -to recipient -cc cc-recipients -bcc bcc-recipients -subject subject text -body body text -attach file path(s)} creates a new Email with your standard email client and fills the fields as specified. Example: {#email -to holly@would.net -subject News for you -body {#insert examplephrase}} The macro will launch your default email client, fill the form of the new email and paste the phrase with the Autotext as the email body: Dear Holly, Please check your post mailbox at home. Sincerely, The composed email would look like this:
When strange characters appear in the mail body, it may be because you are using an email program with UTF-8 character encoding (e.g. Outlook 2007). In such a case, please enable UTF-8 support in the PhraseExpress expert settings You can define multiple files as an attachment by listing the file locations separated by a vertical line. Example: -attach C:\file1.txt|C:\file2.txt If the attachment file names contain space characters, you must enclose the path in "". The #mail macro offers additional features if using Microsoft Outlook, such as definition of a file attachment and unlimited body text length. On the other hand, email sent using the mailto: system command only offers a limited body text length. Reduce the amount of text if an error message occurs. Launch a programThe macro function {#run -file "program name" -params "optional parameters" -workdir "working directory"} launches the specified program. Example: {#run -file "notepad.exe"} If the desired application is not registered in Windows, you need to enter the full path to the program. Open a file folderThe above macro function {#openfolder "c:\path"} opens the specified file folder in Windows Explorer. Example:{#openfolder "C:\Windows"} This example opens the folder c:/Windows. If you add the parameter -select, Windows Explorer opens the above folder and highlights the specified folder. {#openfolder "C:\Windows" -select} Open a file from a phraseThe macro function {#open file} opens the specified file with the application which is associated with the file. Example: {#open d:\data\example.txt} Open a web page from a phraseThe macro function {#url web page} opens the specified web page in your default internet browser. Example: {#url http://www.phraseexpress.com} Adding special keys into a phraseSpecial keys on your keyboard can be added as macro functions to your phrase:
Application example:jondoe{#TAB}password{#ENTER} Above example outputs "jondoe", followed by the TAB-key, the text "password" and the ENTER-key. This is useful to automate the login procedure at web site logins (video tutorial). List of keywords for all supported special keys:CTRL, ALT, SHIFT, SPACE, BKSP, TAB, BREAK, DEL, LEFT, RIGHT, UP, DOWN, ENTER, ESC, NUMPAD0, NUMPAD1, NUMPAD2, NUMPAD3, NUMPAD4, NUMPAD5, NUMPAD6, NUMPAD7, NUMPAD8, NUMPAD9, MULTIPLY, ADD, SEPARATOR, SUBTRACT, DECIMAL, DIVIDE, F1, F2, F3, F4, F5, F6, F7, F8, F9, F10, F11, F12, F13, F14, F15, F16, INS, HOME, END, PGDN, PGUP, PRTSC, SCROLLLOCK, NUMLOCK, CAPSLOCK, LWIN, RWIN, NONE Notes for certain special keys:
Adding a special character into a phraseThe macro function {#ASC character code} pastes the special character with the three-digit character code just as you would when using the ALT-key while entering the three-digit character code on the extended number block. Example: The copyright-symbol © can be pasted by using the macro {#ASC 169}. The MS Windows utility Charmap offers you an overview of the special characters including their code number. Performing a calculationThe macro function {#CALC formula} calculates a formula and outputs the result as text. Example: {#CALC 4+5} This example would output the result 9. This macro function becomes more interesting by combining it with other macro functions: {#CALC {#INPUT -head Number?}*45} The #input macro of this example will first prompt the user to input a number and then will multiply this input by 45 and output the result. Instead of the fixed number 45, you could even use the #insert macro to point to a value which is stored in the phrase containing the defined Autotext: {#CALC {#INPUT -head Number?}*{#INSERT examplephrase}} If you enter 5 and the phrase with the Autotext 'examplephrase' has the value of 12, then the above example would output 60. The calc macro function also supports hexadecimal values that are identified by a leading $-symbol: {#CALC $AB + $1F} For date or time based calculations, please rather use the macro function {#datetime}. Switching the focus to another applicationThe macro function {#FOCUS window title} changes the focus to the specified running Windows application based on its windows title (e.g. "calculator"). If the specified application is not running, the current focus remains on the active application. Example: {#FOCUS Calculator} The above macro changes the focus to the calculator program (if it is running). You can also use a wildcard * for the windows title Adding a delay{#SLEEP nnnn} This function lets PhraseExpress wait for a specified amount of milliseconds. This is useful, if another application involved requires a certain amount of time to be launched or a web site takes time to be loaded. Loop Function{#LOOP -count x} repeats anything x-times, that is, the number which follows after 'LOOP'. Example: {#LOOP Example{#ENTER} -count 3} The example used here uses the word 'example' three times: Example Example Example Clipboard{#CLIPBOARD -copy} This macro copies the currently highlighted text into the Windows clipboard. {#CLIPBOARD -paste} This macro pastes the current Windows clipboard contents at the current cursor location within a phrase. Other clipboard related macro functionsThe macro function {#INSERTCLIPBOARD} pastes the clipboard contents chars-wise (key-by-key) instead of triggering the system clipboard paste (if you strike CTRL-C). This specific macro is useful when you wish to use the current clipboard contents as a default value for a manual text input: {#INPUT -head Input? -def {#INSERTCLIPBOARD}} The macro function {#SETCLIPBOARD contents} fills the clipboard with the given contents. Example:{#SETCLIPBOARD {#INPUT Text?}} In this example, the clipboard is filled with the text you enter in the input dialog (keep in mind that macros are processed beginning from the innermost macro). Insert triggering AutotextInsert the Autotext into the phrase text that triggered the phrase itself. The word {#AUTOTEXT} triggered this phrase. If above phrase has been triggered by the word 'example', the text output would be "The word example triggered this phrase". Create/Alter a phrase{#SETPHRASE -description phrase description -content phrase contents -autotext phrase autotext -folder folder autotext } This powerful macro function can create a new phrase with the given phrase description name and custom contents in any existing folder as defined with the -folder parameter. If you use this macro with an existing phrase Autotext, then the existing phrase's contents will be overwritten with the new provided contents. This macro can be used to create a text variable that can be embedded into other phrases using the {#INSERT ..} macro. Please note that the phrase file is stored after each execution of a phrase which contains this macro. If you use the PhraseExpress Network Edition, then all clients are updated in this case. Please use this macro function with care.
Define counter variable and its incrementThe macro function #setvar can change the value and increment of a counter variable which is identified via its Autotext. {#SETVAR -var VariableAutotext -value NewValue -inc NewIncrement} This macro is useful especially if you want to reuse the same variable multiple times without increasing its value after insertion. Just set the increment to zero before pasting the variable and redefine the actual increment at the end of the phrase: {#SETVAR -var Counter -inc 0}The Counter has the value: {#INSERT Counter} The Counter still has the same value: {#INSERT Counter}.{#SETVAR -var Counter -inc 1} Here is the text output of above example: The Counter has the value: 5 The Counter still has the same value: 5 Without use of #setvar , calling the counter would increase its value from 5 to 6: The Counter has the value: 5 The Counter still has the same value: 6 Please note that the phrase file is stored after each execution of a phrase which contains this macro. If you use the PhraseExpress Network Edition, then all clients are updated in this case. Please use this macro function with care. Embed contents of an external file{#INSERTFILE file path} The #insertfile macro function loads the contents of the defined file and inserts the contents into the phrase at the position of the macro function. Supported file types
Microsoft Word files are supported by the Professional Edition only. The {#INSERTFILE} macro function combines and replaces the depraciated macro functions {#IMGFILE} and {#TEXTFILE}. Define the paste method for a specific phrase{#PASTEOPTIONS -pastespeed delay in milliseconds -method kbk or cb} This macro function overrides the automatic selection of the paste method for a particular phrase. You can also define the paste speed here (in milliseconds delay per keystroke). Either use kbk for the 'key-by-key' paste method or cb if you want the phrase to be pasted using the Windows clipboard. This macro must be positioned at the beginning of a phrase. Advanced string operationsSeveral string operations allow advanced text processing. Programming skills are necessary in order to take advantage of these functions.
Sample Application:Dear Mr.{#uppercasefirst{#trim {#input -head Name? -def {#insertclipboard} -single}}} This nested macro is processed from the inside to the outside: At first, #input prompts the user to enter a name. The current clipboard contents is offered as a default to the user by the macro function #insertclipboard. The macro #trim then removes any unwanted spaces before and after the manual input. Finally, #upperfirstcase assures that the first letter of the entered name is in caps. Changing the Keyboard LanguageThe macro function {#SETLAYOUT Language-ID} allows the user to change the Windows keyboard layout to the defined language. Example:{#SETLAYOUT 00000407}This text will be pasted with German keyboard layout settings. {#SETLAYOUT 00000409}This text will be pasted with US-American keyboard layout settings. {#SETLAYOUT 00000407}This text will be pasted with German keyboard layout settings again. This macro changes the Windows keyboard settings permanently. The additional macro {#GETLAYOUT} retrieves the language scheme which is currently set in Windows. This macro together with the macro {#SETPHRASE ..}allows you to temporarily override the current settings, change it to any custom keyboard layout and afterwards reset the layout to its original setting: {#SETPHRASE -description Current Layout -content {#GETLAYOUT} -autotext currentkeyboardscheme} This macro saves the keyboard layout into a new phrase 'Current Layout" which is identified by its Autotext "currentkeyboardscheme". After any custom changes of the keyboard layout, you can retrieve the original settings with this macro phrase: {#SETLAYOUT {#INSERT currentkeyboardscheme}}{#SETPHRASE -content -autotext currentkeyboardscheme} The final {#SETPHRASE ..} macro with its empty -content parameter deletes the temporarily used phrase. A list of language identifiers is available at Microsoft MSDN web page. Program SettingsTo change the PhraseExpress program settings, click the PhraseExpress system tray icon Smart guys can also access the settings dialog directly by clicking the PhraseExpress task tray icon while holding a combination of the SHIFT-/CTRL- or ALT-key:
If the menu item is missing, please contact your system administrator, who may have disabled the option to avoid operating errors Most settings provide additional information if you hover over a program settings item. Settings - FeaturesMost settings here are self-explanatory and we would like to avoid redundant descriptions such as "The Option Activate Autotext activates Autotext". If you feel stuck with the settings, you can always revert the options to default values by clicking the button . Easy vs. Expert ModeNew users can be easily overwhelmed by the many features that are offered by PhraseExpress. That is why PhraseExpress has a very clean and reduced user interface, only offering basic features by default. However, advanced users can 'unleash a beast' by enabling the Expert Mode with the corresponding button in the PhraseExpress main program window. The Expert Mode reveals additional options and features which are intentionally hidden by default in order to provide an easy entry for beginner users:
Any setting made in Expert Mode still take effect in Easy Mode. You can also switch between these two modes by right-clicking into any Autotext input field. The Expert Mode is not available in the Easy Edition. You can upgrade your license at /upgrade.php. Settings - HotkeysYou can access frequently used program functions by pressing Hotkeys or mouse buttons (Open this setting now) Please also see chapter "Settings - Popup Menu - Hotkeys" which describes how you can define additional hotkeys for phrase popup menu related tasks. General information about hotkeys are available in the chapter "Hotkeys". Settings - DisplayHere you can instantly change the PhraseExpress user interface language and customize the behavior of the main program window. The option enables a dialog window that appears directly after you have created a new phrase. It allows you to define an Autotext and Hotkey for the new phrase. We recommend that you keep this dialog enabled. If don't get any tray balloon tips even if you enabled the balloon tips in PhraseExpress, they may have been generally disabled on your computer. In such case, please watch this video to learn how to enable balloon tips on your computer. Settings - SoundsThe phrase selection menu can be overseen easily. That is why you can configure sounds for a few events in PhraseExpress (Open this setting now). PhraseExpress supports .wav and .mp3 sound files. We recommend to use short and unobtrusive sounds. Settings - NetworkIf you are using the PhraseExpress Network Edition you must enable the . Otherwise, PhraseExpress cannot connect to the PhraseExpress Server. The communications ports should only be changed if they are used by another program on your individual network. Please find additional information in the PhraseExpress Network Edition manual at http://netman.phraseexpress.com Settings - ProxyIf your computer is connected to the network through a proxy server you can enter the corresponding settings here (Open this setting now). These Proxy settings are also used for the software update check. By default, PhraseExpress uses the proxy server settings as configured in the Internet Explorer. Settings - Software Update CheckPhraseExpress can check whether you are using the latest version and install an update if it becomes available (Open this setting now).
The settings is backward-compatible. This means that you will also informed about important updates, even if you have selected the setting . The chapter "Keep PhraseExpress up-to-date" provides additional information about updates. Settings - Popup menus - BehaviorThis setting allows you to customize the number, contents and appearance of items in the popup menu. Minimum input savingsThe parameter means the difference between what you have already entered and the total length of a text suggestion. Consequently, this parameter defines how many keystrokes you would save if you accept a text suggestion. Example:You have typed "thank yo" and the suggestion would be "thank you for your email.":
Accepting the suggestion at this time would save you entering the remaining "u for your email." which equals 17 keystrokes. We recommend that you change this setting value to at least 15-20 for sentences as there is little benefit of saving 3-5 characters. The time to evaluate the text suggestions would exceed the time required to finish the last 3-5 characters of the sentence. For single word predictions, we recommend something like 5..10 characters. Just keep in mind that the higher the Minimum input savings parameter, the longer the sentences that are suggested. This parameter works against the precision parameter: If you set a high precision value, then PhraseExpress waits with suggestions until you have entered a few words. Therefore if you also define a high Minimum input savings parameter then the sentence must be really long in order to be suggested. Settings - Popup menu - PositionPhrase popup menus open next to the input caret by default. You can fine-tune the positioning as follows (Open this setting now):
Fall-back in case of false cursor coordinatesSome programs such as Mozilla Firefox or Thunderbird send false cursor coordinates to the operating system. The developer team is well aware for ages about this ugly design flaw but decided to ignore this shortcoming so far. Please help us to wake them up! PhraseExpress automatically recognizes invalid coordinates and defaults the popup menu to your choice of following alternative positions (Open this setting now):
The Microsoft Active Accessibility function can provide a more precise cursor location. However, it may be incompatible with certain programs which may crash. If you experience such incompatibility, disable this option. Settings - Popup menu - ColorsText and background colors of the phrase description, its associated Hotkey and Autotext and quick keys in the popup menu can be configured separately (Open this setting now). We recommend that you choose a slightly different color for text suggestions. This will allow you to distinguish the text suggestion coming from the text prediction feature from the phrases of your phrase library. If you activate the scheme, a few colors cannot be customized as they are defined by the Vista design. Make sure to choose colors with high contrast between text and background to ensure good readability. Right-click a color to transfer the color setting to the complete row. Settings - Popup menu - Key CombinationsConfirmation HotkeyThe confirms the phrase insertion that is currently highlighted in a phrase popup menu. You may want to select a hotkey that can be easily reached during your normal typing flow. However, you should make sure that it will not be pressed accidentally, to avoid triggering unwanted phrases. We recommend that you either use the TAB, ;, ', / or \-key as these are located around the ENTER-key for easy access. Quick Keysallow you to choose any item in the phrase popup menu directly without the need to highlight it first. You can choose one of the following sets of keys as 'Quick Keys':
Hotkeys for the Text Prediction FeatureYou can insert just the next word of the suggested sentence by pressing a customizable hotkey, such as CTRL- Arrow Right (Open this setting now). If you get multiple suggestions that all have the same beginning, then you can define a separate hotkey (e.g. CTRL- ALT-Arrow Right) to insert the beginning of the text up to the word where multiple suggestions start to differ (Open this setting now). Settings - Text Prediction featureAs you have probably learned from your cell phone, the text prediction function is a compromise between productivity increase and distraction caused by inappropriate/useless suggestions. PhraseExpress cannot beat this natural law but allows you to adjust the accuracy, amount and frequency of text suggestions (Open this setting now). We have chosen very conservative default settings, which generate only occasional but highly accurate/likely text suggestions. PrecisionThe Precision affects how well a phrase fits into the gathered text information stored by the text prediction feature:
We recommend enabling the option: PhraseExpress will automatically increase the precision step-by-step if you ignore too many suggestions and lower the parameter if no suggestions are made anymore. If you are satisfied with the results after using PhraseExpress for a while, you can disable the automatic precision determination to make the setting permanent. Single words vs. full sentencesYou can configure PhraseExpress to suggest single words and/or full sentences. Example: The word 'prediction' in the above example is a single word suggestion which appears when typing 'The text pre'(..). Please note that enabling the text prediction of single words will cause a large number of suggestions, which may be distracting. Settings - Text Prediction - AdvancedLearn functionThe Text Prediction feature is fully automatic and the phrase suggestions become more and more accurate by just using PhraseExpress. You can, however, drastically shorten the learning curve by letting PhraseExpress look into the past: The can read your sent Outlook emails, your stored phrases, plain text or MS Word documents to get accustomed to your writing style. Open the and follow the directions. Word expirationThe text suggestion feature is based on an encrypted dictionary file (word.pal) which continuously stores any word you enter while PhraseExpress is running. To prevent data overload, PhraseExpress automatically removes unused words after the customizable expiration term. If you set a short expiration term of just a few days, the dictionary becomes smaller and unused words disappear quickly. The downside is, that PhraseExpress will not offer rarely used text snippets that may otherwise have been useful. You can freeze a certain state of the text prediction dictionary by setting the dictionary file (/My Documents/PhraseExpress/words.pal) access rights to read-only. The command-line parameter "-dictionary=filepath" allows you to launch PhraseExpress with a certain dictionary at start-up (See here). This provides quick access to dictionaries for different tasks or languages. Exit PhraseExpress first before loading a new dictionary. Restrict the text prediction feature to certain programsThe text prediction feature normally makes text suggestions in any application. You can, however, restrict the text prediction feature to particular programs (Open this setting now). Restrict the text prediction feature to certain programsStart all programs where you want to receive text suggestions by PhraseExpress, click the magnifying glass button and select the desired programs. No text suggestions will be made in programs not listed here. If no program is selected, then text suggestions will be made in any program. Exclude the text prediction feature from certain programsSelect the programs where no text suggestions shall be made. If no program is selected, no program will be excluded. You can alternatively enter the names of the program executables, separated by a vertical line. Do not use space characters. This method is not recommended as you probably do not know the exact name of the program executable in most cases. Expert OptionsThe following expert options are only available in Expert Mode (see chapter "Expert Mode"). Important NoteThe Expert options are reserved for advanced users who need to adapt PhraseExpress to special use scenarios. In most cases, we will provide instructions upon request. We do not provide technical support in the event that you change the expert options. Before contacting support, please revert the expert options to defaults.
DelaysThe configures a short delay between each key that is pressed. You should keep this setting on maximal speed unless you want to slow down the text insertion, e.g. for presentation purposes. An additional can simulate manual text input at uneven speeds as if entered by a human. Generally, if an Autotext is entered in any program, PhraseExpress needs to change the program focus away from the target program, process the input and switch back to the target program to insert the text phrase. PhraseExpress has a short delay to allow older computers to switch focus. If you encounter problems with text insertions, experiment with the :
Paste MethodPhraseExpress uses two different methods to paste contents into the target application (Open this setting now):
PhraseExpress can use one of three internal mechanisms for the key-by-key paste method:
We cannot provide a recommendation for any particular paste method. Please try and experiment with the settings if you experience difficulties with the text insertion. Miscellaneous
Program StatesPhraseExpress has different states which are indicated by its task tray icon color:
Hotkeys used in PhraseExpressPhraseExpress temporarily uses a few Hotkeys when the program window is open:
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. Temporarily disable PhraseExpressYou do not need to exit PhraseExpress in order to disable it. Simply click the PhraseExpress task 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 task tray icon again with the CTRL-key to re-activate PhraseExpress. You can also define Hotkeys under for this action. Register PhraseExpress for commercial useIf you are using PhraseExpress in a commercial environment, you must purchase a license and register your PhraseExpress installation which is a one-time procedure:
The license key registration requires an internet connection to store association between your hardware and the license key association in our license database. After successful registration, the program title bar contains either "PhraseExpress Easy", "PhraseExpress Standard" or "PhraseExpress Pro" and you can now use PhraseExpress for commercial purposes. If you use the PhraseExpress Network Edition, no license key input is required on the workstation installation. The PhraseExpress Server handles all license keys centrally. Please find more information in the manual of the Network Edition. Important notes if running PhraseExpress from a USB stick
Remove license from PhraseExpressA license key can only be used for one installation. If you wish to use your license key for another installation, please unbind the license association from the current installation first: Open the PhraseExpress main program window and select 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 commercial activities after license removal. If you forgot to remove a license from an installation, you can remove the license after re-installing PhraseExpress. PhraseExpress Automatic StartDuring installation you will be asked if PhraseExpress should be automatically started every time the computer starts. If so, a link will be inserted in the Windows Startup file. You can configure this setting at any time in the settings under . General HintsOf course, we have used PhraseExpress since its first version in 2002 and collected a few hints to help you to get the maximum benefits out of PhraseExpress:
"Undocumented" HacksPhraseExpress includes some hidden pearls and useful tricks for motivated users:
Time savings calculationWith the first launch of PhraseExpress, the program will measure your individual typing speed at different times and calculates an average. Your personal typing speed is then used to accurately calculate the time savings as PhraseExpress now knows how many characters it pastes for your and how long you would need to have them entered. To access these statistics, open the main program window and select . The program even tells you the money you have saved by using it if you optionally enter your hour rate. Of course, no such information is transmitted to us. Calculation exampleGiven 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). PhraseExpress uses the currency as defined in the Windows regional settings. Important noteGathering information about the computer user performance may violate employee privacy protection laws in your country. Make sure that it is legal to use this function. If not, disable it under Settings » Statistics. If using the PhraseExpress Network Edition, you can disable the statistics function on all workstation installations by removing the statistic columns 'time saved' and 'money saved' from the monitor of the Client Manager. Storage Location of Your Personal DataTo retrieve the current storage location, open the main program window highlight the very first root element in the phrase tree and select . The following storage locations are available:
Open an existing phrase fileTo open a specific local phrase file, open the main program window and click . Save phrase file to a new locationTo save the current local phrase file to a new destination, click . To create a new phrase file, choose . The phrase file must reside on a local hard disk. The separate Network Edition allows the user to access a phrase file over a network connection and sharing phrases with multiple users on multiple computers. If the phrase file has read-only access rights, PhraseExpress removes all menu options to create or edit phrases. The phrase contents, Autotexts and descriptions are ZIP compressed and AES encrypted.
PhraseExpress saves data in the following locations:
Phrase file structurePhraseExpress uses an UTF-8 encoded XML file with the file extension .pxp, which is then AES encrypted and ZIP compressed. The resulting ZIP file also has the file extension .pxp. The ZIP file may also contain any bitmaps stored within the phrase file. PhraseExpress can also load XML files directly and you can use your own XML files, e.g. created from your database application and rendered as XML in the following format:
If your XML file contains characters that are also part of the XML syntax, you need to 'escape' these characters as follows:
Separator lines are created with the code <separator><description>-</description></separator> Importing External FilesExternal files can be imported for use with PhraseExpress in various ways:
Now, it depends which file type you are about to import: Importing a PhraseExpress phrase fileIf you import a .pxp phrase file, its contents will be added to your existing phrase library. PhraseExpress will import the phrase file into the root path and additionally offer to filter out duplicate entries and to organize your phrases. If you rather wish to replace your current phrases with another phrase file, please look here instead. Importing an External Bitmap or Text FilePhraseExpress asks you how you would like to import the external file(s) if multiple options are possible:
Text data from other applications can also be dynamically embedded into a phrase using a variety of macro functions, such as {#env}, {#adldap} or {#insertfile}. Importing Microsoft Word AutoCorrect/Autotext entriesYou can also import your existing MS Office AutoCorrect and Autotext entries into PhraseExpress. Doubles of misspelled entries in the current phrase file will be removed from the imported items. PhraseExpress also offers to disable the AutoCorrect function in MS Word. This is strongly recommended to avoid double triggering. If you use the Network Edition, the imported folder will be set to private, as the user's AutoCorrect files are most likely used solely by the user and not to be shared with all users. Export of Autotext and AutoCorrect is limited to 255 characters per item. Importing TextExpander phrasesPhraseExpress can import your SmileOnMyMac TextExpander snippets in three easy steps:
PhraseExpress will convert the proprietary TextExpander file and import the snippets into the PhraseExpress phrase library. PhraseExpress currently supports unformatted text and most of TextExpander own macro functions (except Apple Scripting as this is not available on Windows platforms). Exporting PhrasesTo export any phrase file folder including its content as a phrase file, open the main program window and perform one of the following actions:
The exported .pxp file can be re-imported or opened in PhraseExpress as an autonomous (stand-alone) phrase file. Data BackupPhraseExpress automatically creates a backup of the phrase file each time you save changes to the phrase file. The backup file is located in the same folder as the main phrase file and has the file extension .bak. Changes to the phrase file are saved when you close the program or when you click the OK button in the setting window. The Backup-file is a copy of the original phrase file before the changes are made. If you would like to discard accidental changes to your phrase file or if the original phrase file cannot be read anymore, please do the following:
Important NoteFrequently backup your phrase file to an external storage media to eliminate the slightest risk of losing your data, e.g. in case of hard disk failure. Keep PhraseExpress Up-to-DateWe continuously improve PhraseExpress and we strongly recommend keeping the program up-to-date with the conveniently provided built-in internet update check. To check manually for updates, connect your computer to the internet and click the PhraseExpress system tray icon Here you can also configure the update check to only notify you about critical, minor or experimental updates. The online update is deactivated while PhraseExpress is connected to the PhraseExpress Server of the Network Edition. In this case, you can use the Client Manager to check for updates. PhraseExpress can only run the update function if the user is logged in with administrative privileges. Command line parameters for the PhraseExpress program filePhraseExpress can be launched with command-line parameter in order to activate additional functions. This information has no use for normal, everyday users and can be safely disregarded.
Additional command-line parameters for the installation file can be found in the PhraseExpress Network Edition manual. These are useful for remote installations when using the PhraseExpress Network Edition. Uninstalling PhraseExpressImportant note for users of a licensed PhraseExpress installationBefore removing PhraseExpress from your computer, make sure to unbind your license from the installation you are planning to remove. This will allow you to re-use the license key for another installation. Please find more information in the chapter "Remove license".
PhraseExpress can be uninstalled via To avoid data loss, the phrase file is not deleted when uninstalling PhraseExpress. You can safely delete this file manually if you do not need your personal phrase file anymore. If the Uninstaller informs the user that PhraseExpress is still running while there is no PhraseExpress tray icon, then strike CTRL-SHIFT-ESC to open the task manager, switch to the tab Processes, highlight the process 'phraseexpress.exe' and end the process. For general technical reasons, PhraseExpress cannot delete any data that is located in User folders, as Windows prevents access to them. If running PhraseExpress from a USB stick, simply delete the program folder that holds all PhraseExpress program files. TroubleshooterPlease check these basic steps first if PhraseExpress does not seem to work at all:
If above suggestions do not help to resolve the issue, please check one of the following hints covering common issues: Undo unwanted Autotext replacementsIf you do not wish to have a certain Autotext replaced by its associated phrase, simply undo the replaced string by deleting it with Backspaces and PhraseExpress will ignore the reverted Autotext the next time you enter it. If you do this multiple times, PhraseExpress assumes that the text replacement is generally unwanted and will offer to edit/delete the Autotext. Alternatively, you can click the PhraseExpress task tray icon while holding the SHIFT-key. This will open the unwanted text replacement in PhraseExpress to allow you to edit or delete the item. You can additionally define a custom Hotkey to open the last executed phrase in the PhraseExpress settings at . Does a certain Autotext/Hotkey not work?Trouble-shooting video tutorial
Does a certain Autotext/Hotkey not work in a particular program?
Is text incorrectly or incompletely inserted?Please check the following if text is text inserted incompletely or with wrong characters::
Are you not getting any text suggestions?
Is Editing of phrases disabled?There are a few situations where PhraseExpress disables editing of phrases:
Technical SupportIf you have any technical problem that cannot be solved by above tips, please visit: /support.htm
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icon and select 
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is visible in the lower right of the Windows system tray. If not, click the Windows Start button in the lower left of your task tray » Programs » PhraseExpress » PhraseExpress.