Text replacement on Mac and Windows: how to create text shortcuts
Type a few letters and let the full text appear. Here is how to do it on a Mac, what your options are on Windows and how to use the same shortcuts on both.
Your address, your billing details or a reply you send ten times a day. If you keep typing them by hand, a text shortcut saves you time: you type something short, like /addr, and the whole text appears.
Macs include this out of the box under the name Text Replacements. Windows is a different story: there is no equivalent in the system settings. We explain how to use the Mac feature, how to fix its most common problems and what alternatives you have on Windows.
How to create text shortcuts on Mac
Open the keyboard settings
Go to the Apple menu → System Settings and click Keyboard in the sidebar. You may need to scroll down to find it.
Open Text Replacements
Click Text Replacements. You will see the list of shortcuts you already have, if you created any.
Add your shortcut
Click the Add button (+). In the first column, type the shortcut (for example, /addr) and in the second, the text you want to appear. Then click Add and Done.
Try it
Open Notes, Mail or any supported app and type the shortcut. It will be replaced with the full text.
When text shortcuts don't work on Mac
- They don't work in one app. Apple notes that text replacements aren't available in all apps. If the app has an Edit → Substitutions menu, check that Text Replacement is ticked.
- They don't show up on your iPhone or iPad. To keep them in sync, turn on iCloud Drive on all your devices and sign in with the same Apple Account on each one.
- You want to move them to another Mac. Select them in the Text Replacements list and drag them to the desktop: this creates a
.plistfile you can import on the other Mac by dragging it into the same window. - You need details that change. Mac text replacements store fixed text. They have no fields for typing a customer's name or adding today's date when you insert them.
Your options on Windows
Windows doesn't include a setting like the Mac's that turns a typed shortcut into longer text in any program. These are the most common options:
Office AutoCorrect. In desktop Word and Outlook you can add entries in the AutoCorrect options: type the shortcut in Replace and the text in With. The list is shared across Office programs, but it only works inside them, and it can't be edited from Word or Outlook on the web.
Microsoft PowerToys. A free set of utilities. Its Keyboard Manager can make a key or a key combination, such as Ctrl+G, type some text. It works with key combinations, not with shortcuts you type, and PowerToys has to keep running in the background.
AutoHotkey. A free, open-source scripting language for Windows. A line like ::addr::24 Market Street creates a text shortcut in any program, but you have to write and maintain a script file. We cover it in detail in our AutoHotkey and NexoPad comparison.
The same shortcuts on Mac and Windows, in your browser
If most of your typing happens in the browser (webmail, chats, forms, help desk tools or a CRM), an extension gives you the same shortcuts on any computer. NexoPad works in Chrome, Edge, Firefox, Opera and Brave, on both Mac and Windows, and your shortcuts travel with your account.
Beyond fixed text, your shortcuts can include variables: {{input:Name}} opens a box to type the name before inserting, and {{fecha}} adds today's date on its own. They also keep formatting, such as bold text or lists. Variables are part of the Pro plan, which you can try free for 7 days. See every option in the variables guide.
Can't remember a shortcut? Type // right in the field to search for it, or press Ctrl+K (Cmd+K on Mac) on any page. One thing to keep in mind: NexoPad only works inside the browser. For desktop programs like Word or the Notes app, keep using the system feature or a desktop app.
Quick comparison
| Where it works | Details that change | Best for | |
|---|---|---|---|
| Text Replacements (Mac) | Supported apps on Mac, iPhone and iPad | No | Short, fixed text on your Apple devices |
| Office AutoCorrect | Desktop Office programs | No | People who mostly write in Word and Outlook |
| PowerToys (Keyboard Manager) | Windows, with key combinations | No | One or two texts on a hotkey |
| AutoHotkey | Any Windows program | Yes, by scripting it | People who code or want to learn |
| NexoPad | Browser on Mac and Windows | Yes, with variables (Pro plan) | People who work on the web and switch computers |
FAQ
Do Mac text replacements work in Chrome?
It depends on the app and the version. Apple says they aren't available in all apps, so the best thing is to test it. If they don't work in your browser, a text shortcut extension solves it.
Does Windows 11 have text replacement?
Not as a system feature. You can use Office AutoCorrect, PowerToys or AutoHotkey, or an extension if you mostly work in the browser.
What kind of shortcut should I use?
One you won't type by accident. Starting with / or doubling a letter (for example aaddr) keeps it from firing when you don't want it to. Learn more in what is a text expander.
Does NexoPad sync my shortcuts between Mac and Windows?
Yes, your shortcuts travel with your account. The free plan lets you use one browser at a time and includes up to 15 shortcuts and 15 notes; the Pro plan costs $49 a year.
Published on October 14, 20266 min read
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