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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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