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