TL;DR
Outlook Quick Parts lets you save reusable blocks of text so you can quickly insert them into future emails. To create one, highlight the text in a message, go to Insert > Quick Parts > Save Selection to Quick Part Gallery. To insert a saved block, just click Insert > Quick Parts and choose your content. You can also type its name and press F3 to auto-insert it.
If you regularly write similar responses, introductions, or sign-offs in your emails, Outlook Quick Parts is a game-changing feature that can save time and increase consistency. It allows you to store preformatted text blocks that you can easily insert into messages with just a couple of clicks or keystrokes.
This feature is ideal for professionals who deal with customer service, sales, internal updates, or routine communications where the same language is reused frequently.
What Are Quick Parts in Outlook?
Quick Parts is a feature in Microsoft Outlook that allows users to create, store, and insert predefined pieces of text or content into emails. Think of it as a customizable text library that reduces repetitive typing.
Quick Parts can include:
- Standard replies
- Frequently used phrases
- Headers and footers
- Instructions or disclaimers
- Signatures (for non-auto-signature use)
Unlike email templates, Quick Parts are available directly within the email window and can be inserted anywhere in your message.
How to Create a Quick Part in Outlook
- Start a new email or reply to an existing one
- Type and format the text you want to save
- Select the text
- Go to the Insert tab
- Click Quick Parts
- Choose Save Selection to Quick Part Gallery
- Fill in the following details:
- Name: A short, recognizable name
- Gallery: Leave as Quick Parts
- Category: Optional grouping
- Description: Optional explanation
- Save in: Leave as NormalEmail.dotm
- Click OK
Your Quick Part is now saved and available for future use.
How to Use a Quick Part in an Email
- Open a new email or reply
- Click inside the body of the message where you want to insert the content
- Go to Insert > Quick Parts
- Click the saved Quick Part you want to insert
Shortcut Tip:
- Type the Name of the Quick Part and press F3
- Outlook will insert the associated text block instantly
This is one of the fastest ways to reuse text.
How to Edit or Delete Quick Parts
To Edit a Quick Part:
- Insert the Quick Part into an email
- Make your changes
- Select the modified text
- Go to Insert > Quick Parts > Save Selection to Quick Part Gallery
- Use the same name to overwrite the original
- Click Yes when prompted to replace
To Delete a Quick Part:
- Create a new email
- Go to Insert > Quick Parts
- Right-click on the Quick Part you want to remove
- Select Organize and Delete
- Choose the item and click Delete
This removes the entry from your Quick Parts gallery.
Using Categories to Organize Quick Parts
When saving a Quick Part, you can assign it to a Category. This is helpful if you have many entries.
Examples of categories:
- Sales Templates
- Internal Memos
- Legal Text
- Product Information
To filter by category, use the dropdown menu in the Quick Parts gallery.
Quick Parts vs. AutoText vs. Templates
| Feature | Description | Best Use Case |
|---|---|---|
| Quick Parts | Reusable text blocks stored in Outlook | Short, frequently used messages |
| AutoText | Similar to Quick Parts, part of Word features | Common phrases or terms |
| Templates | Full email messages with formatting and subject | Starting new structured emails |
Quick Parts work best when you need reusable content within the message body itself.
Limitations of Quick Parts
- Quick Parts are stored in the local NormalEmail.dotm file. If you switch computers or profiles, they won’t follow unless exported
- They are not available on Outlook Web or mobile apps
- Cannot include dynamic fields like dates or personalized names
Despite these limits, Quick Parts remain a powerful desktop feature for time-saving.
How to Backup or Transfer Quick Parts
- Close Outlook
- Navigate to:
C:\Users\<YourName>\AppData\Roaming\Microsoft\Templates - Copy the NormalEmail.dotm file
- Paste it into the same location on another PC or user profile
Always back up this file before reinstalling Outlook or switching machines.
FAQ: Outlook Quick Parts
What are Quick Parts in Outlook?
They are saved pieces of formatted or unformatted text that you can insert into emails to save time.
How do I insert a Quick Part quickly?
Type its name and press F3, or go to Insert > Quick Parts and click on the desired entry.
Can I edit a Quick Part after saving it?
Yes. Insert it into a message, make changes, and resave it using the same name to overwrite.
Are Quick Parts available on Outlook Web or mobile?
No. This feature is only available in the Outlook desktop application for Windows.
Where are Quick Parts stored?
They are saved in the NormalEmail.dotm file located in your Templates folder.
Can I organize Quick Parts?
Yes. Use Categories to group entries for easier access and filtering.
Conclusion: Work Smarter with Outlook Quick Parts
Mastering Outlook Quick Parts can drastically reduce the time you spend on repetitive emails. With just a few clicks, you can insert professionally formatted responses, instructions, or templates. It’s a must-have productivity feature for anyone who values consistency and speed in email communication.
Complete List of Windows Keyboard Shortcuts
If you need help for Windows, you can find a whole list of all keyboard shortcuts here.
https://keyboard-shortcuts.org/
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