Quick Parts in Outlook

If you find yourself typing the same information over and over within Outlook Classic (email signatures, instructions, pricing notes, directions, etc.), Quick Parts can save you a lot of time. They let you save blocks of text and insert them into any email with just a few clicks.

Note: Quick Parts are available in the classic Outlook desktop application for Windows. They are not currently supported in the new Outlook for Windows or Outlook on the web.

Creating a Quick Part

1. Start a new email.
2. Type and format the text exactly as you want it to appear.
3. Highlight the text.
4. On the Insert tab, click Quick Parts.
5. Choose Save Selection to Quick Part Gallery.
6. Give it a descriptive name (for example: Delivery Policy or Furniture Warranty).
7. Click OK.

Your Quick Part is now saved.

Inserting a Quick Part

When composing an email:

1. Place your cursor where you want the text to appear.
2. Select Insert > Quick Parts.
3. Click the Quick Part you want to insert.

The saved text will be inserted instantly.

Even Faster

Once you've inserted a Quick Part at least once, you can often type its name and press F3 to automatically expand it into the full text.

For example:

• Type delivery
• Press F3
• The entire saved delivery message appears.

Editing a Quick Part

Quick Parts cannot be edited directly.

To update one:

1. Insert the existing Quick Part into an email.
2. Make your changes.
3. Highlight the revised text.
4. Save it again using the same name.
5. When prompted, choose Yes to overwrite the existing Quick Part.

Good Uses for Quick Parts

• Frequently asked questions
• Delivery and lead time information
• Warranty details
• Payment instructions
• Appointment confirmations
• Product specifications
• Standard greetings and closings
• Technical troubleshooting steps

Using Quick Parts is one of the easiest ways to reduce repetitive typing within Outlook Classic while keeping your emails consistent and professional.

Looking for Something Even More Powerful?

If you frequently type the same words, phrases, or entire emails across multiple programs, ask us about our Text Expander solution.

Unlike Outlook Quick Parts, Text Expander works in virtually any Windows application—including Outlook, Word, web browsers, CRM systems, ticketing software, and more. Simply type a short abbreviation (such as ;thanks or ;quote) and it instantly expands into your full text.

Even better, shortcuts and templates can be centrally managed and synchronized across your organization, ensuring everyone has access to the same up-to-date messaging, policies, and responses. It's an excellent way to improve consistency, reduce typing, and save time across your entire team.

Interested? Contact Office Works to learn how Text Expander can streamline communication throughout your organization.