How to Setup and Use Microsoft Outlook's Quick Parts Feature

Purpose

This article contains information about Microsoft Outlooks Quick Parts feature and how users can utilize it in their day-to-day functioning.

Note: This feature is not available for Outlook’s web version or for the desktop version on Mac computers.

Introduction

Do you have pieces of information that you need to repeat in all emails that you send out? Instead of retyping the same information, you can use Outlooks Quick Parts feature to reduce the hassle and time taken to draft emails. While writing emails, you can save the information you regularly use in the quick parts gallery as a one-time activity and then use the saved text in any email you want.

Procedure

Create a Quick Part

1. Start drafting a new email by clicking on the New Email icon under the Home tab in Outlooks desktop version.

2. After drafting the email, select the portion you want to save in the "Quick Parts Gallery" which will be under the three dots in the top right. 

3. Once you have selected the section you want to save, go to the Insert Tab. You will find the Quick Parts option in the Text section within the Insert tab.
   • Select the Save Selection to Quick Part Gallery option.

4. You will get the Create New Building Block dialogue box where you can name your quick part.
   • You can also create a different category and enter a description for the saved quick part.
   • Click Okay once the settings are as per your preferences.

5. You can now begin using the saved quick part in your emails

Insert the Quick Part Already Saved in New Emails

1. Start drafting a new email by clicking on the New Email icon under the Home tab in Outlooks desktop version.

2. Once you enter the section where you want to plug in the saved quick part, click on Insert > Quick Parts.
3. You should be able to see the saved block there. Click on it to enter the text.
4. Once done, you should be able to see the text entered where your cursor was placed while accessing quick parts.

5. You can edit/delete the saved block by right-clicking on it.

Note: Quick Parts works only on the message body; you cannot use this feature in the mails subject line.