Tech Tip of the Week: Outlook Quick Parts

Do you have a Tech Tip that makes parts of your work quicker? Submit your idea online.

The Quick Parts feature in Outlook, located on the “Insert” menu, serves as a fast way to insert text used repeatedly in emails. For example, say you need to send an email every week to publish a Tech Tip in The Star newsletter. You can use Quick Parts to quickly insert the email text for this notification. To create a Quick Part:

  1. In Outlook, create a New Message. (Alternate option: Open a sent or existing email that includes the text you want use.)
  2. Put your cursor in the Message area and type the message. (Alternate option: In the existing email, make sure you are in an edit mode. Highlight the text you want to use.)
  3. Go to the Insert menu and click Quick Parts.
  4. Scroll to the bottom of the list and click on Save Selection to Quick Part Gallery.
  5. Add a Name and optional Description and click OK.
Screenshot of box to Name and Describe your Quick Part in Outlook

Now that you have the Quick Part saved, you can quickly add it to emails in the future. To add the Quick Part you need to:

  1. Create a New Message.
  2. Put your cursor in the Message and where you want to insert the Quick Part text.
  3. Go to the Insert menu and click on Quick Parts.
  4. Scroll to the Quick Part you saved and click on it.
  5. Your text will be inserted.

Next week’s tip will be about creating email templates.

Prefer to watch the Tech Tip? Check out the ‘Tech Tok’ video version of this article! For more details about how to use Quick Parts please visit the 5Star Knowledge article Outlook Quick Parts. To explore this and other Tech Tips, visit our Tech Tips 5Star Knowledge Category.