Quick Parts

Quick Parts are similar to the old AutoText feature in Word and are a better approach to inserting saved text than by using Signatures (with the exception of true email signatures, i.e. name and contact info). In fact, you can add entries to the AutoText gallery; however, adding to a Quick Part gallery makes the entry easier to locate and use. In other words, when it comes to AutoText, it's time to move on to Quick Parts.

Quick Parts allow you to save blocks of text, graphics, tables, etc. as an entry so that you can easily insert the entry into other Outlook items whenever you want. In addition to simply listing entries for you to insert, Quick Parts also:

Quick Parts can be added to most Oulook items including email formatted using the plain text option.

Accessing Quick Parts

  1. Create or open an Outlook item such as an email, appointment, etc.


  2. Display the Insert ribbon.
  3. Click on the Quick Parts icon

Create a new Quick Part

  1. Select the text or object (such as a table, graphics, etc.) you would like to add as a Quick Part.


  2. Click on the Quick Parts icon (as indicated above).


  3. Select Save selection to Quick Parts Gallery. The following window appears:
  4. Enter a name for your new entry in the Name field, or use the suggested name.


  5. In the Gallery field, use the drop-list button to select one of the following (there are more choices but we'll stick with these for now). Note: If the entry is a Textbox, choose Texbox, if the entry is table, choose Tables, etc. If in doubt, leave as Quick Parts. If you choose AutoText, they are not as obvious to insert later.
  6. In the Category field, select the category you wish to add the new item to. Choose Create new category to make a new one. Note: Categories are useful to group entries into similar groups, e.g. you might have a category for Corporate Entries vs Personal entries or Agreements vs Contracts, etc.


  7. In the Description field, add any details you might like to describe the entry. (Not required).


  8. In the Save In field, leave as NormalEmail.dotm or select a template to store the entry in. Note: Only open templates are displayed in the list.


  9. In the Options field, select one of the following:

    1. Insert content only. This will insert the content at the cursor location (unless it belongs in a header, footer, etc. as selected in step 5)
    2. Insert content in its own paragraph. This will insert the content in a new paragraph, regardless of the cursor location.
    3. Insert content in its own page. This will insert the content in its own page.


  10. Choose OK to finish.

Inserting a Quick Part

If you know the name of the Quick Part you wish to insert, type at least the first 3-5 characters then press the F3 function key, otherwise:

  1. Create or open the Outlook item you wish to add the Quick Part to.


  2. Click on the Quick Parts icon (as indicated above). Your list of entries is displayed, grouped by Categories, e.g.
  3. Note the two categories shown above: General and Support Solutions.

Editing Quick Part Properties

Edit Quick Part properties to access the options displayed when you initially created the entry (as shown above under Create A New Quick Part, step 3). Within this window you can change the name of the entry and any other properties (with the exception of its content - see Editing Quick Part Content, below).

  1. Create or open an Outlook item such as an email, appointment, etc.


  2. Click on the Quick Parts icon (as indicated above).


  3. Right mouse click on the entry you wish to change then choose Edit Properties.


  4. Make any changes desired then choose OK.

Editing Quick Part Content

To edit the content that a Quick Part inserts, simply redefine the entry by recreating it (just as you did when creating it the first time). If you specify the same name as an existing Quick Part, MS Word will ask if you want to redefine the entry. Choose Yes.

Deleting A Quick Part Entry

  1. Create or open an Outlook item such as an email, appointment, etc.


  2. Click on the Quick Parts icon (as indicated above).


  3. Right mouse click in any area of the Quick Parts list then choose Organize and Delete.


  4. Select the entry you wish to remove then choose Delete.

Additional References