Video: Save and reuse email content

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You can create a Quick Part to save and reuse a block of text that you use frequently, instead of retyping it each time. You can also edit and delete Quick Parts.

Create a Quick Part

  1. Select New Email and then type and select the content that you want to store as a reusable building block.

  2. On the Insert tab, in the Text group, select Quick Parts.

  3. Select Save Selection to Quick Part Gallery.

  4. In the Create New Building Block box, add the:

    • Name – Type a unique name.

    • Gallery - Select the gallery where you want the building block to show up.

    • Category - Select a category, such as General or Built-In, or create a new category.

    • Description - Type a description of the building block.

    • Save in- Select the name of the template from the drop-down menu.

    • Options

      • Insert in own paragraph - To insert the content in its own paragraph, directly below the cursor point, and place the cursor on the next line.

      • Insert content in its own page -To insert the content into its own page.

      • Insert content only - For all other content.

  5. Select OK.

Use a Quick Part

  1. Open an email, and then select Reply.

  2. Place the cursor where you want to insert a building block.

  3. On the Insert tab, select Quick Parts, and then select the building block you want to use.

Delete a Quick Part

  1. Select New Email message and place the cursor in the body of the email.

  2. On the Insert tab, in the Text group, select Quick Parts.

  3. Right-click on a Quick Part, and then select Organize and Delete.

  4. Select the Quick Part you want to delete, and then select Delete.

  5. Select Yes, and then Close.

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Quick Parts

One of my favorite aspects of Outlook is the ability to re-use text instantly.

If you find yourself always sending out the same type of responses over and over again you can create something called quick parts in which all the content and formatting is already there, and you can easily insert it into your email.

To get started creating a quick part, you first need to get all your text set up just the way you want to.

What I have right now is a canned response that I find myself sending out a lot whenever I get a press inquiry about our hotels, because I'm not the right person to answer these questions.

I can get the content all set up, I can continue to edit the text, I can highlight it, I can change all my formatting.

It can be whatever color I want, it can also include tables and pictures.

When I'm done, I can click and drag with my mouse to select everything, then I'm going to change to the Insert tab and select Quick Parts.

Choose Save Selection to Quick Part Gallery.

I need to give it a name, I'll call this one "Press Inquiry".

The gallery needs to be Quick Parts, and in Options I need to decide how I want to insert it.

It can insert the content only, and it will leave the cursor right at the end of it.

I can choose to insert the content in its own paragraph, in which it will be in its own paragraph directly underneath wherever the cursor was, and it will also start the cursor on a new line, or it can insert the content into its own page.

I like inserting it into its own paragraph, so I'll select that, and then I'll click OK.

Now that I'm done with this formatting, I can close out of the email because I don't need it anymore.

I'll select No to discard the draft, and now let's see it in action. Here's an email with a press inquiry, I'm going to hit reply, and from here I'll change to the Insert ribbon tab, select Quick Parts, and I'll choose my press inquiry Quick Part.

As soon as I click on it, it inserts it into the email, and I can click the Send button.

That was much easier than having to re-type it all the time.

I'm going to close out of this, and let's go back and look at our Quick Parts.

To edit or delete a Quick Part, click New Email, change to the Insert tab, place the cursor in the body of the email and select Quick Parts.

From here, I can right-click on my Quick Part and select Organize and Delete.

I can see my Quick Part. If I want to remove it entirely, I can highlight it from the view, select Delete, I'll click Yes, I'm really sure, and then I can Close out of it.

I can create many Quick Parts for as many times as I find myself typing the same thing over and over again.

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