Save Time Writing Emails with Outlook’s Quick Parts

Do you often search through emails you have sent, looking for something you wrote so that you can copy and paste it into a new email? If so, you might want to take advantage of the Quick Parts feature in Microsoft Outlook 2007 and later versions. It lets you save commonly used text and images in a gallery so that you can quickly find and insert them in emails you are writing.

For example, suppose you are composing an email about a new product your company is offering. You write a few paragraphs about the product’s features, under which you insert a picture of it. Here is how you can save this information as a Quick Part so that you can reuse it in the personalized emails you will be sending to your top customers:

  1. In the email, highlight the text and image you would like to reuse.
  2. Select the "Insert" tab on the ribbon.
  3. Click the "Quick Parts" button.
  4. Choose the "Save Selection to Quick Part Gallery" option.
  5. In the Create New Building Block box that appears, enter a name for the Quick Part. You can also enter a description if desired.
  6. Click "OK".

That is all there is to creating a Quick Part. Inserting one into an email that you are writing is just as easy. Follow these steps:

  1. Place your cursor where you want to insert the Quick Part.
  2. Select the "Insert" tab on the ribbon.
  3. Click the "Quick Parts" button.
  4. In the gallery pane that appears, find the Quick Part you want to use. If you have created many Quick Parts, you might need to scroll down to find the one you want.
  5. Click the desired Quick Part to insert it.

If you find that you no longer need a Quick Part you created, you can delete it. Here is what you need to do:

  1. In a new email window, select the "Insert" tab on the ribbon.
  2. Click the "Quick Parts" button.
  3. Right-click any Quick Part in the gallery pane and select the "Organize and Delete" option to open the Building Blocks Organizer.
  4. In the "Building blocks" list, find and select the Quick Part you want to delete.
  5. Click the "Delete" button.
  6. When asked "Are you sure you want to delete the selected building block?", choose "Yes".
  7. Click "Close" to exit the Building Blocks Organizer.

Note that the Quick Parts feature can only be accessed when you are in a new email window (i.e., the window that appears when you click the "New Email" button). If you open an email you previously sent or one you received, you will not have access to this feature. To create a Quick Part from content in an email you previously sent or received, you will need to copy the content into a new email window, where you can then create the Quick Part.