Image of using Quick Parts in Microsoft Outlook

Create Reusable Components in Outlook using Quick Parts

Josh Logozar
September 25, 2020

Writing the same email day in and day out can feel like a chore. Let’s use Microsoft Outlook’s Quick Parts feature to speed up your email creation process.

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Last week we spoke about how to use Quick Parts in Microsoft Word. Today we are going to go a little deeper and learn how to use them in Microsoft Outlook. It is a great tool to be used for writing those tedious repetitive emails. Please note, just like Word, these are only available to the desktop application, and not the Microsoft 365 Outlook. The Quick Parts are also saved locally, so they will not transfer between your Outlook and your Word.

Adding Quick Parts to your Ribbon

Out of the box, Outlook has Quick Parts hidden, so let's go ahead and get it added to your ribbon, so that you always have access to it. There are a few ways to go about doing this but let us show you the fastest and easiest way. This is done by opening a new email, then clicking on Insert > > Right-click Quick Parts > Pin to Ribbon.

Screenshot of Insert menu in Microsoft Outlook.
Screenshot of Insert menu highlighting the Quick Parts button in Microsoft Outlook.

Adding Quick Parts to your Quick Access Bar

Since we are talking about saving time, let's start by adding it to our quick access bar (The bar in the top left of your new message). This way, we won't have to click through the insert tab every single time we want to use our quick parts. The easiest way to do this is to open a new email > Insert > Right click on your Quick Parts > Add to Quick Access Tool Bar.

Screenshot of adding the Quick Parts button to the Quick Access Toolbar in Microsoft Outlook.

As you see above, it is right above pinning it to your ribbon. This will put it in your toolbar in the top left, and then you will never have to click on insert again!

Screenshot of Quick Parts button in the top ribbon in Microsoft Outlook.

Adding a Quick Part

Just like last week, adding a Quick Part is fast and simple. Highlight what you want to save, and if you have added your Quick parts to your Quick Access Toolbar, you only need to click on the icon > Save Selection to Quick Part Gallery. You will then get the options of how you want to categorize it. Remember to give yourself a simple, yet unique naming convention for when we really get into the keyboard shortcuts.

Screenshot of saving a Quick Part in Microsoft Outlook.

Using your Quick Parts

Quick Parts are, as said in the name, Quick. Simply place your cursor where you would like your building block to go. Click on your Icon in the Quick Access Bar, then select the building block you would like to use.

Screenshot of adding a Quick Part in Microsoft Outlook.

Or in your Insert > Quick Parts and select the Building Block that you would like to use.

Screenshot of Quick Parts button in Microsoft Outlook.

There you have it, the quick, fast, and effortless way to use Quick Parts in Outlook. If you have any questions about editing or deleting the Building blocks, you can easily find that in our Create Reusable Components in Word using Quick Parts article.

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