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Reusing text by creating Quick Parts

From: Outlook 2013 Essential Training

Video: Reusing text by creating Quick Parts

A great feature that's in both Outlook 2013 and Microsoft Word is the ability to create something they call Quick Parts, that is reusable blocks of text. It can be a standard response, a disclaimer, a questionnaire, even a template of sorts, anything really that you'd want to create and put in there quickly. To create your own Quick Part, create a new email and get your block of text all set up exactly the way you want it. I'm going to get over to the Insert tab and create a table. I can put my column headers in, I want to get it all set up so that I can reuse this over and over again.

Reusing text by creating Quick Parts

A great feature that's in both Outlook 2013 and Microsoft Word is the ability to create something they call Quick Parts, that is reusable blocks of text. It can be a standard response, a disclaimer, a questionnaire, even a template of sorts, anything really that you'd want to create and put in there quickly. To create your own Quick Part, create a new email and get your block of text all set up exactly the way you want it. I'm going to get over to the Insert tab and create a table. I can put my column headers in, I want to get it all set up so that I can reuse this over and over again.

In this case I'm going to make a table that highlights the products that we currently have and the product managers that go with it. I can get my table all set up, I can make it look really pretty, because once it's done I'll actually never have to do this again. Once I've got my table all nice and pretty, I can even hit Tab at the end to create another row. I'm ready to create my Quick Parts and I do that by selecting the table. You'll notice I don't have any data in there, that's because I want it to be blank because every month I'm going to send this out, except I'm going to have a new product listings and some new Product Managers that go with it.

So now that my table is selected, I'm going to go up to Insert, choose Quick Parts all the way on the right and choose Save Selection to Quick Part Gallery. I can give it a name, in this case I'm going to choose Product Managers and the next option I need to set is all the way down at the bottom. Here in Options I can choose whether I want to just dump the text in as is, dump it in, in its own paragraph or in its own page. In this case I'm going to choose in its own paragraph because I don't want to worry about whether I've hit Return or not and whether it's going to be on a new line.

This way it's always going to insert itself into a new line. I can click OK and my Quick Part has been created. I can close out of this email, I'm all done with it and I don't need to save any changes. When I'm ready to use that Quick Part, I can create my New Email, put the cursor on the body of the email and create any additional text that I want. I could even have put that text in the Quick Part if I really wanted to. Now I'm going to go over to Insert>Quick Parts and I can just click on my Quick Part.

It dumps it in and it's still a real table, it's just waiting for data. I can continue to hit Tab, add more as I need to. I can put it in again and again just by going to Insert>Quick Parts and selecting it. If I ever want to change the Quick Parts, I can just come up here to Quick Parts, right-click on my Quick Part and choose Organize and Delete. Here is my Product Manager Quick Parts, if I'm all done with it I can simply choose Delete.

It's going to ask me it I'm really sure I want to delete it and I could choose Yes. Hit Close to get out of that dialog box and now it's gone. If I ever want it back again, I can just simply highlight whatever text that I want to make, go back to Quick Parts and choose Save Selection to Quick Part Gallery. And that's how you quickly create a reusable block of text to insert quickly wherever you need it.

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This video is part of

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Outlook 2013 Essential Training

58 video lessons · 20865 viewers

Jess Stratton
Author

 
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  1. 43s
    1. Welcome
      43s
  2. 14m 45s
    1. Getting started
      2m 16s
    2. Touring the Outlook interface
      3m 54s
    3. Exploring the Ribbon
      4m 50s
    4. Exploring the Navigation and Status bars
      3m 45s
  3. 19m 40s
    1. An overview of adding accounts
      55s
    2. Adding an IMAP, Exchange, or POP account automatically
      1m 55s
    3. Adding an IMAP, Exchange, or POP account manually
      3m 22s
    4. Adding a Facebook and LinkedIn account using the Social Connector
      3m 18s
    5. Adding an RSS feed
      3m 28s
    6. Connecting to an iCloud account
      2m 57s
    7. Connecting with SkyDrive
      3m 45s
  4. 23m 14s
    1. Reading mail
      4m 54s
    2. Customizing the inbox
      5m 45s
    3. Saving attachments from a message
      3m 25s
    4. Searching mail
      3m 23s
    5. Flagging messages as junk mail
      3m 4s
    6. Finding messages quickly
      2m 43s
  5. 27m 22s
    1. Using conditional formatting to change font and color
      3m 43s
    2. Creating follow-up flags and color categories
      5m 49s
    3. Organizing mail into folders
      3m 42s
    4. Using Quick Steps to process messages
      4m 26s
    5. Using mail rules to process messages
      4m 40s
    6. Cleaning up your mailbox
      5m 2s
  6. 26m 32s
    1. Creating a new message
      3m 17s
    2. Replying to and forwarding a message
      3m 12s
    3. Formatting a message
      3m 43s
    4. Creating voting buttons in a message
      1m 57s
    5. Adding signatures
      2m 27s
    6. Sending an out-of-office or autoreply email
      4m 11s
    7. Exploring delivery options
      2m 39s
    8. Creating personal stationery
      4m 5s
    9. Exploring other mail settings
      1m 1s
  7. 22m 15s
    1. Introducing the Address Book
      51s
    2. Creating a new contact
      5m 17s
    3. Creating a new contact group
      2m 48s
    4. Assigning a category to a contact
      2m 38s
    5. Searching for contacts quickly
      3m 23s
    6. Moving and copying contacts into folders
      2m 1s
    7. Sharing contact data with others
      3m 38s
    8. Getting driving directions to a contact's address
      1m 39s
  8. 31m 22s
    1. Introducing the calendar
      4m 59s
    2. Creating an appointment and a reminder
      5m 44s
    3. Creating a meeting
      5m 5s
    4. Chairing a meeting
      2m 50s
    5. Responding to a meeting invitation
      3m 6s
    6. Opening other calendars
      3m 58s
    7. Printing, emailing, and sharing the calendar
      4m 7s
    8. Setting calendar preferences
      1m 33s
  9. 6m 24s
    1. Introducing tasks
      2m 6s
    2. Creating and assigning tasks
      2m 17s
    3. Creating notes
      2m 1s
  10. 13m 35s
    1. Exporting PST and OST data files
      3m 12s
    2. Reusing text by creating Quick Parts
      3m 14s
    3. Inserting pictures, charts, and screenshots into messages and calendar entries
      3m 24s
    4. Setting language preferences
      2m 19s
    5. Setting advanced general Outlook options
      1m 26s
  11. 27s
    1. Next steps
      27s

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