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The Living in Outlook series is about sharing tips and workflows around real-world scenarios. We’ll start the conversation with a topic – you can add to it by posting your tips and workflows in the comments!
In previous posts I have talked about Message Templates and Advanced Message Templates, and how I use them to easily manage status reports or any other type of e-mail that I regularly send. While Message Templates are very powerful, sometimes I just want a simple way to easily insert reusable content at any point when responding to an e-mail. Quick Parts let me do just that.
Quick Parts exist both in Outlook and Word, and allow you to save pieces of content to easily re-use, like the introductory text at the beginning of the Living in Outlook series, as you see in this post. Personally I like to use Quick Parts for all those answers that I repeat over and over again, and am tired of re-typing. I also have a few Quick Parts that contain holiday messages and images that I like to reuse. So let’s get started!
Creating a Quick Part
1. Select the Content You Want to Save
The first step involves selecting the content that you have created and want to reuse. In this example I have selected a table that I fill out and send repeatedly.
2. Add the Selection to Quick Parts
Now that the content is selected click on the Insert tab in the Ribbon, choose Quick Parts and then click Save Selection to Quick Part Gallery….
3. Choose a Name for Your New Quick Part
Choose a name that you want for the Quick Part and press OK.
You’ve just created a Quick Part!
4. Use Your New Quick Part
Now that you have seen how easy it is to create Quick Parts, let’s look at how it’s even easier to use them. Whenever you want to insert your Quick Part click on the Insert tab in the Ribbon, choose Quick Parts and you will see a gallery with all your saved Quick Parts!
Clicking on the Quick Part will insert it at the current cursor position.
You can find more advanced options by right-clicking the desired Quick Part.
That’s it! Your favorite replies and reusable content are now at your fingertips!
As always, let us know how you use this feature to make your Outlook experience even better.
Jed Brown Outlook Program Manager
More info on Quick Parts:
Create reuseable text blocks for e-mail messages
Are there "team" versions of the Gallery that can be used? It would be great to have a shared gallery of parts useful to team members
Thanks! Its small additions like this that you can miss even though you work with a product every day.
how do you export quick parts to another computer?
Is there an easy way to share Quick Parts with other users?
I've been trying to use Quick Parts in Outlook but it never saves them when I restart the machine. I read somewhere that you have to run it in Administrator mode, but that doesn't help. My setup: Office Pro 2007 SP1
Vista Business 64-bit SP1 Any other suggestions?
Wow, but... 1) I created Quick Parts in Word, but I cannot reuse them in Outlook... do I have to input them TWICE? 2) I would like to share the same Quick Parts on several computers/ with several users. How do I do it? The logical think would be able to customize the directory where the quick box file is to be found (eg a shared directory) - but I can't see how to... Any suggestion? Thanks!
I created several Quick Parts yesterday and today they are missing. Is there a way I can find them or am I doing something to delete them?
Unfortunitely, I tried to use it and it only works with Word 2007 installed.
When I close Outlook, and then reopen it, the quick parts do not appear. How do I save quick parts, so that each time that I reopen Outlook, I can find the parts that I have saved? Thanks, Steven
On lines of what Word team posted for Administering building blocks, can you suggest best practice in a "team" or "large organizational" setup:
1. Multiple mail templates, centralized in Network share or SharePoint library.
2. Means of updating all Outlook clients, registry or GP setting, to pick templates.
3. Ability to custom categorize them, so that we can build a simple Ribbon add-in with template preview that points to items within that category. Sounds familiar? Thanks in advance. --Sharad
Love this feature, but cannot get the Quick Part to save in my gallery after I log-off my computer. Is this a one time add-on while you use the feature and then it dissapears when you log-off? Thank you!
What about hotkeys? In Outlook 2003, you could assign a hotkey to AutoText entries, which a lot of users at my company found extremely helpful. It doesn't appear to be directly supported anymore so does anyone know another way to do it?
Figured out the answer to my own question. Once you've saved something to the Quick Parts gallery, just start typing the beginning of a selection, then hit F3 and it will automatically insert the corresponding snippet. Nice.
I have saved information using quick parts in Word 2007. When I go back the next day or week to use them, they are missing. What do I need to do to make the quick parts save to my computer so I can use them again and again?
Thanks for this, its just what I needed right now to pass along a tutorial to our staff on how to use Quick Parts! The only thing I'd add (and did for our staff) is that there its even easier using keyboard shortcuts for step 2 (Alt, N, Q, S) and step 4 (type the Quick Part name then F3)