Outlook Email Quick Parts

Part 1: What is a Quick Part?

Quick Parts are efficient ways to insert content into an email through the Outlook Desktop Application (unfortunately, this tool is not available on the web-based Office 365).  Benefits of Quick Parts:

1)  Quickly include content/information that you find yourself regularly typing out. Instead of typing, you can save and insert the information whenever needed.

2)  Content/information is CONSISTENT.  Working within your own department or with other departments on agreed-upon wording allows for consistent communication. 

3)  Can be used to create Email templates depending on your role and the type of communication you send through email.   You can save an entire email as a Quick Part and use it as an editable template.

4)  Sharing “transactional” information so we can spend our time on the more complicated “human bits”.  Examples of “transactional” information:

     a)  Office hours

     b)  Policies

     c)  Steps for standardized processes (how to register for a Learning Community, how to request an official transcript, how to access an unofficial transcript, how to get a parking pass etc)

     d)  Links to websites and web pages or contact information

 

Part 2: How to Create a Quick Part 

Step 1:  Open a new email window (must be its own “pop-out” window within the desktop Outlook application)

An image of a the Outlook ribbon bar with a red arrow pointing to New Email. 

 

Step 2:  Insert and select the text that you would like to save as a Quick Part in the body of the email 

An image of a new email and the text in the body of the email is selected.

 

Step 3:  Click Insert

An image of the tabs in the new message, a red arrow points to Insert.

Step 4: Saving a Quick Part

   a)  Click Quick Part 

   b)  Chose Save Collection to Quick Part Gallery

And image of the ribbon bar. A red arrow labeled "A" points to Quick Parts. A second red arrow labeled "B" points to the dropdown labeled "Save Selection to Quick Parts.

 

Step 5:  It will give you a pop-up Create New Building Block 

a)  Enter a name for the Quick part as well as a category that it fits into (Categories might include: appointments, resources, process, etc). 

b)  To save, click OK 

 An image of the pop-up labeled, "Create New Building Block" A red arrow points to the OK button after you fill in the fields.

Part 3: Using Quick Parts

Step 1:  There are three ways to access a Quick Part 

A)  By beginning to type the “name” of the Quick Part, an option should appear to insert the Quick Part by pressing Enter on your keyboard

An image of the New message with with the word Long and a pop-up text that says "To use the code: (Press ENTER to Insert)

 

B)  Select Insert, then select Quick Parts, choose the QP you need 

And image of a new message, a red arrow labeled "1" points to the Insert tab. a second red arrow labeled "2" points to the icon Quick Parts on the ribbon bar. A third red arrow labeled "3" points to the Text you want entered into the body of the message.

C)  You can also create an option in the toolbar for QP by: 

1)  Click Insert  

2)  Right-click Quick Parts”

3)  Select Add to Quick Access Toolbar

This will allow you to access the QPs from the Quick Access Toolbar

An image of the New Message with a red arrow labeled "1" points to the Insert Tab. A second red arrow labeled "2" points to the Quick Parts button. A third red arrow "3" points to the dropdown reading "Add to Quick Access Toolbar.

 

And image of the new message with a red arrow pointing to a new icon up top of Outlook that is the quick parts icon

Step 2:  To delete a QP

1)  Click Insert

2)  Click Quick Part 

3)  Right-click on the Quick Part you wish to remove

4)  Click Organize and Delete

You will then have the option to select the QP and Delete

An image of a new message with a red arrow labeled "1" pointing to the Insert tab. A second red arrow labeled "2" points tot he Quick Parts icon. a third red arrow labeled "3" points to the text you want to use. A forth red arrow labeled "4" points to the option "Organize and Delete"

1) Select the Quick Part that you wish to delete

2) Click on Delete

an image of the Organize window, a red arrow labeled "1" points to the Quick Part you want to delete. A second red arrow labeled "2" points to the Delete button.

Part 4: Pro-Tip and FYI 

  • QPs are stackable, meaning you can add multiple into one email! 
  • They are also editable once inserted, so feel free to adjust them to an individual email 
  • You can save formatting in your QPS, such as numbering, bullet points, text formatting, hyperlinks, tables, and images
  • Feel free to share the wording of your Quick Parts with your colleagues! 
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