Quick Parts and AutoText in Outlook: how to add, edit and use

This tutorial demonstrates how to create reusable content snippets for Outlook emails using Quick Parts, AutoText, and Shared Templates. Many Outlook users frequently send repetitive emails—offers, client replies, reports, etc. This guide offers a time-saving and accuracy-enhancing solution.

- Understanding Outlook Quick Parts

• Creating Outlook Quick Parts
• Inserting Quick Parts into a Message
• Modifying Quick Parts
• AutoText in Outlook
• Quick Part Storage Location
• Quick Part Tips and Tricks
• Shared Email Templates: A Superior Alternative

Understanding Outlook Quick Parts

Outlook Quick Parts are reusable content blocks quickly inserted into emails, appointments, meeting requests, contacts, and tasks. Microsoft refers to these as "building blocks." Introduced in Outlook 2007, they're a more versatile AutoText replacement, supporting text, images, tables, graphics, and formatting. Functionality remains consistent across Outlook versions (Office 365, 2021, 2019, 2016, 2013, 2010, and 2007).

Creating Outlook Quick Parts

Compose your content, format it, and add graphics. The process is identical for emails, appointments, etc. To save it:

1. Select the content.
2. On the Insert tab, in the Text group, click Quick Parts > Save Selection to Quick Part Gallery…
3. In the dialog, name the block (uniquely). Default settings usually suffice.
4. Click OK.

The Quick Part is now accessible for reuse.

Quick Part Attributes

Organize Quick Parts effectively using these attributes:

Name: A unique, concise name for easy retrieval. Prefix with numbers or underscores for alphabetical ordering.

Gallery: Choose the gallery (Quick Parts or AutoText).

Category: Organize into sub-folders (use "Create New Category").

Description: Optional descriptive text.

Save In: Save to NormalEmail.dotm for all Outlook items, or a specific open template.

Options: Choose how the content is inserted (default is "Insert content only").

Using Quick Parts in Outlook

Three methods exist for inserting Quick Parts into emails (and other Outlook items):

Method 1: F3 Key

1. Type the Quick Part name.
2. Press F3; the name is replaced with the content. Partial names work if unique.

Method 2: Auto-Complete (Enter Key) - Outlook 2016

Start typing the name; when unique, "Press ENTER to Insert" appears. Press Enter to insert. Note: This doesn't work for graphics-rich Quick Parts, and is unavailable in older Outlook versions.

Method 3: Gallery Selection

1. Position the cursor.
2. Go to Insert > Text > Quick Parts.
3. Select the Quick Part from the gallery, or use the context menu ("Organize and Delete" for access to all parts).

Modifying and Deleting Quick Parts

To modify:

1. Insert > Text > Quick Parts.
2. Right-click > Edit Properties…
3. Change the name and attributes. Click OK. To change content, create a new Quick Part with the same name and attributes.

To delete:

1. Insert > Text > Quick Parts.
2. Right-click > Organize and Delete.
3. Select and delete.

Outlook AutoText

AutoText (Outlook 2003) is now integrated into Quick Parts. The difference lies solely in the gallery selection. Create AutoText entries via Alt F3 or Insert > Text > Quick Parts > AutoText > Save Selection to AutoText Gallery.

Quick Part Location and Backup

Quick Parts are stored in NormalEmail.dotm (C:\Users\User Name\AppData\Roaming\Microsoft\Templates\). Back up this file for easy transfer or restoration.

Quick Part Tips and Tricks

• Quick Access Toolbar: Add the Quick Parts button for easy access.
• Ribbon Customization: Add Quick Parts to the Message tab for improved workflow.
• Attachment Limitation: Quick Parts cannot include attachments. Use templates or Shared Email Templates instead.

Shared Email Templates: A Superior Alternative

Shared Email Templates offer advantages over Quick Parts: faster replies, better organization, easier searching, simple sharing, convenient editing, and attachment support. They allow creating a hierarchical structure and automating tasks like adding attachments and filling subject lines. Consider exploring Shared Email Templates for enhanced email management.

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