How to Use Quick Parts in Outlook

Using Quick Parts in Outlook

Quick Parts let you save blocks of text, images, or formatted content that you use frequently. Instead of retyping the same information, insert it with a few clicks.

What Can You Save as Quick Parts?

• Common email responses
• Meeting agendas
• Project updates templates
• Legal disclaimers
• Frequently asked information
• Formatted tables
• Images with text

Creating a Quick Part

Step 1: Write Your Content

In a new email, type and format the content you want to save. This can include:

• Text with formatting (bold, colours, fonts)
• Tables
• Images
• Hyperlinks

Step 2: Select the Content

• Highlight all the content you want to save
• Make sure you select everything, including any formatting

Step 3: Save as Quick Part

• Click the Insert tab
• Click Quick Parts (in the Text group)
• Click Save Selection to Quick Part Gallery

Step 4: Name Your Quick Part

• Enter a Name — choose something descriptive you will remember
• Leave Gallery as "Quick Parts"
• Optionally add a Category to organise your Quick Parts
• Add a Description if helpful
• Click OK

Inserting a Quick Part

Method 1: Quick Parts Menu

• In a new email, place your cursor where you want the content
• Click the Insert tab
• Click Quick Parts
• Click on the Quick Part you want to insert

Method 2: Type the Name (AutoComplete)

• Start typing the name of your Quick Part
• When Outlook suggests it, press Enter or F3 to insert

Note: AutoComplete works best when your Quick Part name is unique and not a common word.

Organising Quick Parts

Create Categories

When saving Quick Parts, you can assign categories:

• When saving, click the Category dropdown
• Select Create New Category
• Enter a category name (e.g., "Customer Responses", "Templates")
• Click OK

Your Quick Parts will be organised by category in the Quick Parts menu.

Rename or Edit Quick Parts

• Click Insert → Quick Parts
• Right-click on the Quick Part
• Choose Edit Properties
• Change the name, category, or description
• Click OK

Delete Quick Parts

• Click Insert → Quick Parts
• Right-click on the Quick Part
• Select Organise and Delete
• Select the Quick Part
• Click Delete
• Confirm deletion
• Click Close

Practical Examples

Example 1: Standard Response

Save this as "Meeting Request Response":

Thank you for your meeting request. I am available at the following times:

[Times]

Please let me know which works best for you, and I will send a calendar invitation.

Example 2: Project Update Template

Save a formatted template:

Weekly Project Update

Project: [Name] Week Ending: [Date]

Completed This Week: -

Planned for Next Week: -

Blockers/Issues: -

Example 3: Frequently Asked Question

Save common answers to save time:

Thank you for your enquiry about our opening hours. We are open Monday to Friday from 8:30am to 5:00pm. We are closed on weekends and public holidays.

Quick Parts vs Signatures

Use Quick Parts for:

• Content you insert occasionally
• Different content for different situations
• Formatted templates
• Insertable blocks within email body

Use Signatures for:

• Sign-off that appears on every email
• Contact details at the bottom of emails
• Legal disclaimers that must appear on all messages

Quick Parts vs Templates

Use Quick Parts for:

• Reusable blocks of content
• Content inserted into new emails
• Flexible content that can be combined

Use Templates for:

• Complete email drafts
• Standard format for specific email types
• Emails where subject line and recipients are also standard

Sharing Quick Parts

Quick Parts are stored locally on your computer. To share them:

Export Building Blocks

• Go to the folder: %appdata%\Microsoft\Templates
• Find the file NormalEmail.dotm
• Copy this file to share (contains all your Quick Parts)

Import Building Blocks

• Receive the NormalEmail.dotm file
• Copy it to your %appdata%\Microsoft\Templates folder
• Restart Outlook

Warning: This will overwrite your existing Quick Parts.

Troubleshooting

Quick Parts Not Saving

• Ensure Outlook closes properly (not crashing)
• Check you have write permissions to the Templates folder
• Try restarting Outlook

Quick Parts Disappeared

• Quick Parts are stored locally — they do not sync between computers
• Check if Outlook was reinstalled or reset
• Look for backup of NormalEmail.dotm

AutoComplete Not Working

• The Quick Part name must be unique
• Start typing from the beginning of the name
• Press F3 after typing the name

Need Help?

For assistance with Outlook Quick Parts or email templates, contact helpdesk@netlumait.com.au or call 1300 521 162.