How to create, update, and use Microsoft Outlook Quick Parts

Microsoft Outlook Quick Parts: What are they?

In Outlook 2007, Quick Parts was added as a more functional alternative to AutoText from earlier versions. These prefabricated content snippets can also incorporate photos, tables, graphics, and formatting in addition to text.

You may rapidly incorporate reusable content into your email messages, appointments, meeting requests, contacts, and tasks with Outlook Quick Parts, which is a gallery of reusable content. This function is described by Microsoft as "building components."

All versions of Outlook for Office 365, Outlook 2021, Outlook 2019, Outlook 2016, Outlook 2013, Outlook 2010, and Outlook 2007 function in the same way when using the Quick Parts feature.

How to make Quick Parts in Microsoft Outlook

Start by typing the desired text, formatting it how you choose, and adding graphics as necessary. Technically, it makes no difference where you add a new building block because the procedures are the same for emails, appointments, contacts, and tasks.

Here's how to add your fresh piece of content to the Quick Part Gallery once it's finished:

1. The content you want to store should be chosen.

2. To save a selection to the quick part gallery, select Quick Parts from the Text group's Quick Parts tab.

1. Enter some details in the resulting dialogue box. The majority of the time, as demonstrated in the screenshot below, you only need to give your new building block a distinctive name and may leave the other fields' default values in place.

2. Click OK to save the new entry after you're finished.

Once a Quick Part has been created, you can access and utilise it from any location at any time for things like emails, meeting requests, tasks, and more.

Attributes of Microsoft Outlook Quick Parts

You can arrange Quick Parts more effectively for your unique requirements by giving the following information:

Names : For your new Quick Part, type a distinct name. You can save a lot of time by using names that are brief and relevant because building blocks can be added by name.

The names are shown in the gallery in alphabetical order. Therefore, you can prefix the name of an entry with a number or underscore, such as "1map" or "_map," if you wish it to appear at the top of the list.

Gallery : Choose the gallery where you want the new building block to be visible. Although Outlook may save entries in a variety of formats, you'll typically use Quick Parts and AutoText.

Category : You can think of categories as a kind of sub-folder for further grouping because they are a part of galleries. General is the default category. It's a good idea to categorise your reusable items if you have more than 10 of them. For this, select Create New Category from the drop-down menu by clicking the arrow.

Description : Enter some text describing the entry if you'd like. However, since you'll never use or see this attribute, you might as well ignore it.

Save In : If you want the new Quick Part to be accessible in all emails and other Outlook items, save to the default NormalEmail.dotm template. You can separate your construction pieces by template if you utilise your own Outlook templates. To be included in the drop-down list, a template needs to be open.

Options : describes the insertion method for the entry:

Inset content only :  the default selection that you'll pick most frequently.

Insert in its own category : even when the cursor is in the middle of another paragraph, places the material into its own paragraph.

Insert content in its own page : inserts the content onto a separate page; this function works better with Word Quick Parts.

How to use Microsoft Outlook's Quick Parts

Building blocks can be inserted into Outlook items in three different ways. Because we use emails the most, those are the instructions that follow. Tasks, appointments, and contacts can all be managed using the same methods.

Press F3 to insert Quick Parts.

This is the quickest way to insert a piece of reusable material into an email message:

1. Write the fast portion name in a message where you wish the content to appear.

2. When you press F3, the complete text replaces the name right away. Done!

For instance, you would input "map" and hit F3 to insert the Quick Part with that name. The outcome is shown in the photo below:

Most of the time, you don't have to type the entire name. To make a name unique, just type a portion of the name.

If you have two Quick Parts with the names "Thanks for support" and "Thank you," for example:

Enter "thanks" and click F3 to insert the entry titled "Thanks for support."

You must at least input "thank" and a space before hitting F3 to insert the "Thank you" entry.

Use the Enter key to have Quick Parts auto-complete

By pressing the Enter key, Quick Parts can also be automatically completed in Outlook 2016 and later.

As soon as the name becomes unique after you start entering it, the advice "Press ENTER to Insert" displays. When you press the Enter key, the information is immediately inserted.

NOTE :

1. For pieces using graphics or photos, auto-completing is not possible.

2. Neither Outlook 2013 nor Outlook 2010 nor Outlook 2007 support auto-completion. Pressing F3 in these versions will allow you to easily enter Quick Parts by name.

Quick Parts can be added by selecting from the gallery.

Find the snippet you need in the Quick Parts Gallery if you have a lot of building blocks and can't remember the name of the one you want to use:

1. Wherever you wish to insert the Quick Part in a message, place the cursor.

2. Quick Parts can be accessed by clicking the Text group on the Insert tab.

3. Choose from the following:

To select a building block from the gallery, just click on the one you want:

1. Right-click the entry you want to add a Quick Part to and select the corresponding option from the context menu. You may add a Quick Part at the start or end of your email message.

2. If the building block isn't visible in the gallery, right-click any entry and select Organize and Delete from the menu that appears. Select the required component in the Building Blocks Organizer, then click Insert.

The best way to rename and modify Quick Parts

Here's what you have to do to change an existing Quick Part:

1. Quick Parts can be found under the Text group on the Insert tab.

2. Click the Edit Properties option when you right-click the entry you want to alter.

3. Type a new name in the corresponding box in the Modify Building Block dialogue box and, if desired, select a different gallery, category, and template. Once finished, click OK.

4. Select Yes when asked if you want to redefine the building block entry.

How to rapidly modify many Quick Parts

The Building Block Organizer will make it easier for you to make multiple changes at once:

1. Select Quick Parts from the Text group under the Text tab's Insert option.

2. You may select Organize and Delete from the context menu by right-clicking anywhere in the gallery pane.

3. Click Edit Properties after selecting the entry you want to change in the dialogue box that displays.

4. To save your changes, make your edits and then click OK.

How to edit a Quick Part's content

The only Quick Parts that can be renamed and their attributes changed in the Modify Building Block dialogue box are their names.

You must substitute a new Quick Part for the existing one in order to modify its content. This is how:

1. Add the building block to an email and edit it as needed.

2. Save the renamed construction block that has been edited.

NOTE : The new entry's name and each of its properties must match those of the original entry in order for it to take its position in the gallery.

How to get rid of Quick Parts from Outlook

What you need to do in order to permanently remove a certain construction block from the gallery is as follows:

1. Quick Parts can be found under the Text group on the Insert tab.

2. Click Organize and Delete by using the right-click menu to choose any entry.

3. When you have chosen the entry you want to delete, click the Delete button.

4. Click Yes when prompted to confirm your desire to remove the chosen building block.

AutoText in Outlook

Only AutoText was a type of building block featured in Outlook 2003. Quick Parts debuted in Outlook 2007 and AutoText was added as one of them.

The fact that Quick Parts and AutoText are different galleries in contemporary versions of Outlook is the only distinction between them. They are identical in every other way (generating, editing, and inserting).

Select the text you want to store, then choose one of the following actions to add a new AutoText entry:

1. Hit Alt and F3.

2. Click Quick Parts > AutoText > Save Selection to AutoText Gallery under the Text group on the Insert tab.

Alternatively, you can create a Quick Part as normal while selecting to save it to the AutoText Gallery:

              ->Click Quick Parts > AutoText to see the current AutoText items.

Where can I find Quick Parts?

The NormalEmail.dotm file, which is where Outlook Quick Parts are kept, is located at this address:

C:\Users\User Name\AppData\Roaming\Microsoft\Microsoft\Templates\

Simply copy and paste the NormalEmail.dotm file into the Templates folder on an other computer if you wish to export your fast sections from one to the other.

Using Outlook Quick Parts: Some helpful hints

I'll share a couple little known facts with you below that will significantly impact how you utilise Quick Parts in Outlook.

To the Quick Access Toolbar, add Quick Parts

Add the construction blocks to the Outlook Quick Access Toolbar to have them close at hand at all times. To do this, simply select Add to Quick Access Toolbar from the context menu by right-clicking the Quick Parts button:

I'm done now! Now practically anywhere can quickly access the Quick Parts Gallery.

Enhance the Outlook ribbon with Quick Parts

As you already know, the Insert tab is where Quick Parts are located. It may be more handy to put your building blocks on the default Message tab if you intend to utilise them regularly in your work. Follow these instructions to get it finished:

1. Click Customize the Ribbon... by performing a right-click anywhere on the ribbon.

2. You must make one since custom groups are the only places where custom buttons can be added:

• Select the New Mail Message tab, then click the New Group button, in the Customize the Ribbon section of the Customize the Ribbon section of the Outlook Options dialogue box on the right.

• To rename the newly created group, click the Rename option and provide a suitable name, such as Quick Parts.

3. Select All commands from the drop-down menu next to "Choose commands from," then click Add after finding "Quick Parts" in the list.

4. The dialogue box will close after you click OK to save your changes.

Restore and backup Outlook Quick Parts

The NormalEmail.dotm file, which is kept here, is where you may find the Outlook Quick Parts, as was previously mentioned:

Close Outlook and copy this file to a save location to backup your Quick Parts.

C:\Users\%username%\AppData\Roaming\Microsoft\Templates\NormalEmail.dotm

Copy the file from your backup location to the Templates folder while Outlook is closed in order to restore Quick Parts.

Please be aware that the NormalEmail.dotm file also contains parameters for all the additional or updated styles in addition to Quick Parts. Therefore, your custom styles are duplicated and restored together with Quick Parts when you back up and restore them.

How to incorporate attachments into Quicks Parts

We regret to inform you that a Quick Part cannot have an attachment added to it.

Outlook is the only place where attachments can be added with the use of

Shared Email Templates

I'm done now! I hope you can understand and benefit from this post.