How To Add/Create/Use/Edit Quick Parts In Outlook

How To Add/Create/Use/Edit Quick Parts In Outlook is that some of its features give you the opportunity to save time rather than waste it. You can create projects made up of multiple email threads,

organize your tasks with calendars, and even save template emails in case you need to send them out again in the future. Did you know you can use a feature known as `Quick Parts`?

What are Quick Parts?

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Quick Parts are perfect for integrating boilerplate text that you want available throughout your message without constantly repeating yourself.

For example, if an email thread keeps asking you to share details about how to access a specific document or the URL to the latest version of a website: instead of retyping those frequently used bits of text each time, use Quick Parts.

In this article, you will look at all about the quick parts outlook.

Where are quick parts in Outlook?

Many users are having difficulties finding where Outlook’s quick parts can be located. The quick parts can appear in two instances; when composing a new email, or selecting an existing message in the “Inbox” view and selecting the “insert” tab. You can see an example of this in the snapshot below:

insert tab

How to create quick parts in Outlook?

Creating quick parts usually for the new mail, reply to an existing message containing the text you want to respond. Working in corporate and handling tons of emails required some fast-track platform, you can simulate content-filled templates using Quick Parts.

You need to start with the regular text. You can change the colour, size and font for the distinction of sections. After that, you have to create graphics and insert them into your template. Maps are also very important parts of a company presentation because they help visualize their work area.

Insert pictures in PowerPoint format and regular photos while taking care of slide transitions and scene effects because they make your presentation more vivid especially when you show it with a projector.

Here is the step by step process of How to add quick parts in outlook ~

  • Step 1 – Open Outlook >> Click to new message >> Create your content
  • Step 2 – First Highlight the text section you want to save as a Quick Part or [click Ctrl + A]. All of the images, formatting, content, and links, will be stored as part of the Quick Part.

 quick parts

  • Step 3 – Click Insert tab >> Find Text group >> Click Quick Parts [Click Alt + F3]

Click Insert tab

  • Select the choice ‘Save this selection to the quick parts gallery’ from the tools menu to create a new building block.
  • Give a name to the new building block, and leave other options default. >> Click OK

quick parts

  • Your outlook autotext is part of your account settings. To learn more, see Outlook.

How to use quick parts in Outlook?

In the above tutorial, we’ve learned what it takes to “create a quick parts email in outlook.” Now let’s see how to implement these strategies and make it easier to launch emails.

To utilize the inbuilt “quick part” functionality within Outlook, there are 3 (three) methods to use. Let’s get started with one of the quickest/easiest ways to execute a quick part.

  • Open a new mail window
  • Now, we’ve come to the last step, where you’re going to type out where the content will appear on your message board.
  • Make sure the names match exactly and then click F3. The name of the quick part immediately replaces it with the complete content you create in which includes a drawing, an image or a map to name but a few examples.

quick parts

Outlook Quick Parts Autotext

The autotext function in the contact information will make outlook users type only “[name of the last contact]” while adding names.

For example – [type only Test, rest of the quick part name appears by default in a bold tone all I have to hit enter and your quick part appears on the required place in the content].

Outlook Autotext

You can also use quick parts to insert a publish date.

Another thing I wish the game had was a way to remind yourself about the name of specific content saved in your gallery so you don’t have to keep trying multiple times.

It is better to trust this process to find it in the Quick Parts Gallery.

Here is the step-by-step process.

  • Open the New Message window in Outlook
  • Select the location where you want to insert the quick part, keep your cursor in that location.
  • Go to Insert Tab >> Text Group >> Quick Part >> Autotext


  • This feature highlights several pre-written parts of emails and allows you to select one quickly – simply click where you like it in the stream of text then attach it directly.
  • You can either click the right button of the mouse to select the related options according to your requirement.
  1. Insert at current document location
  2. Insert at the beginning of the Document
  3. Insert at End of Document

 inserted into your content of the mail.

How to edit quick parts in Outlook?

You might have noticed that after writing an outgoing message in Outlook, there are some words that appear faded in the formatting bar. The more familiar you are with those words, the more likely they’ll appear faded and ready to use.

If you want to edit/modify your quick parts entries, the edit properties option is available in the above snapshot. To get to it, click this icon:

edit properties.

There is a Building Block dialogue box that asks for all kinds of information about the building blocks you are searching for. Click on OK to continue as each input field is described.

Modify Building Block

How to Organize & Delete Quick Part in Outlook?

Organize and select options also allow the user to edit the quick parts panel in outlook, in case you want to remove any of the available items, simply click on the Delete button located on the right side of them.

Delete button.

Outlook asks you for final confirmation to delete the selected building block, click Yes.

What is the difference between AutoText and quick parts?

There are some similarities and differences between Quick Parts galleries and AutoText building blocks. Firstly, both of them go in Building Blocks galleries that you can open by clicking the Insert tab and then clicking either Quick Parts or Auto Text in the gallery section on the left of the screen. Secondly,

they have similar names and icons -but if you click on either one, you’ll notice there is a difference in what each looks like because of different functionality.

Final Words

Using canned replies in Microsoft Outlook starting with Outlook 2016 makes your time spent on email more efficient, which essentially means it can make you more productive.

You add multiple Quick parts to a message, which include images, text, graphics, maps and more that make your daily job very easy and help you avoid errors.

It’s a flexible option in Outlook Quick Parts.

Frequently Asked Question (FAQ)

In outlook, the quick parts feature can be used to do what?

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Can you add attachments to Outlook Quick Parts?

Outlook does not allow users to create attachments in the body of a task. Attachments can be added and linked to tasks by selecting a location or program that is compatible for Outlook, or by adding a link via the Internet or web browser.

  • You can create an Outlook template with attachments.
  • Use Shared Email Templates to automatically attach files to new messages, replies, and forwards