Let’s take a moment to think about how often you send the same email over and over again. This email can be a specific reminder to your staff or a standard follow up email to a client (it can even be any repetitive email in between). I know it can get frustrating to have to search your inbox to find a similar past email reminder or even type the information from memory. Outlook has a convenient way to allow you to save time thanks to Quick Parts.
Quick Parts are “building blocks” that enable users to reuse specific email elements quickly. Building blocks can range from text snippets to images, or even a combination of both. Have an email that is already perfectly formatted? Quick Parts also saves that information too!
Creating a Quick Part
In case you didn’t already know, creating a Quick Part is a painless process. Once built, you can then insert a building block into any Outlook item (Email, Calendar, Contacts, and Tasks).
- Open your desktop Outlook app
- From the Home tab, click New Email
- Type the content you’d like to create a Quick Part for
- Format text as needed
- Select and highlight the text
- Click the Insert tab on the top ribbon
- Select Quick Parts under the Text group
- Select Save Selection to Quick Part Gallery
- Provide a Name in the Create New Build Block (Be careful of the name you give your Quick Part. You want to use an easy to remember yet descriptive name.)
- Add other info such as a Category and a Description as needed
- Click OK to build
Inserting Quick Parts
Great you’ve successfully made your first Quick Part! But now how do you add them into your email? There are two ways to start using your building blocks in Outlook.
The first option is to simply click Insert > Quick Parts and then select the Quick Part you’d like to use in the preview list.
The second insert method is similar to AutoText in Word. If you remember the name of your building block from when you created it, you can type the first few letters of the Name and press F3. For example, I type “tes” and press F3, and my test building block will appear.
Now you can start inserting your Quick Parts into your emails to save you time. In addition, you can also insert a Quick Part into other Outlook items. This means I can also insert my test building block into an Outlook meeting request or task too!
It’s important to have a system to how you name your Quick Parts. Using unique identifiers helps cut down on time when it comes to finding the desired Quick Part using the F3 trick mentioned above.
If you decide to change the name of a Quick Part, later on, you can quickly edit it using the Edit Properties in the menu.
Now, what are you waiting for? It’s time to start building your Quick Parts and stop writing the same email twice!