Join Gini von Courter for an in-depth discussion in this video Reusing frequently used text with Quick Parts, part of Outlook 2013: Tips, Tricks, and Shortcuts.
If you're a Microsoft Word power user, you might already be used to the feature I'm going to show you now, which is called Quick Parts. Quick parts allows you to take a section of text, completely formatted. It can include images and tables, whatever formatting you require, and save it for reuse. So if you have email content that you use over and over again, Quick Parts are great for this. To begin, start by creating the email message and insert the information that you would want to use over and over again.
For example, we've been moving some files around and we've had some questions about where those files are. So, I've been entering this text and then some additional text that says, if you need. So then I've added, If you require assistance moving your files or updating your network locations list, please contact the IT Help Desk. And it might be that I have some formatting here. We've moved the documents to this SharePoint library on our site, so I can do some formatting. That's everything I want. Now, select the text, click the Insert tab.
Go to Quick Parts. Indicate that you want to save this selection to the Quick Part Gallery. So this is going to be. And you have some choices about whether you'd like this in its own paragraph or its own page. If you have content that's going to be in paragraphs, you could choose in its own paragraph. You can create different categories. There's really no need right now. This is the very first quick text we're selecting, but you might imagine that you have a series of boilerplate texts that you're using for contracts and then another series that you're using in response to proposal letters and you could create categories for those in order to organize them in the Quick Parts list.
And I can enter a description if I wish. I'm the only person who will see this. It might or might not be useful to me. Click OK and we have a new Quick Part. Now, how do I use it? When I create a new email message, I can enter whatever text I want. But eventually, where I'm at the point where I'd like to include my Quick Part, I go to Insert > Quick Parts, and here's the gallery. And I simply point to it, click to insert it, fully formatted. If I ever want to delete this Quick Par,t I can right-click, go to Organize and Delete.
It'll be highlighted already and I can choose Delete to delete it. If I decide I want to change this, for example, perhaps the next SharePoint library is a different library with a different URL, what I can do is create the changed Quick Part. Perhaps that's the new URL, and then I'm going to select all the text. Remember that the name here is moved to SP library. So I'm going to save it and call it exactly the same thing.
It says, do you want to redefine it? You say yes, and now the next time, this will be the new Quick Part. I don't have any way to edit them, but by overwriting them, I can create a new one very, very easily. One more thought. Even though we're using Word as our email editor here, there's a different list of Quick Parts kept here and kept in Microsoft Word. So, if I have Quick Parts that I want to use in Microsoft Outlook that I already have created in Microsoft Word, the easiest thing for me to do is to either copy and paste them, or to send them to myself in an email message.
Because at some point, I need to have them in an email, so I can select them, go to Quick Parts, and save them to the gallery
AuthorGini von Courter
- Finding a contact in seconds flat
- Reusing text with Quick Parts
- Color-coding emails
- Making use of favorites
- Speed-reading email
- Dealing with junk mail
- Sharing your calendar via email
- Including screenshots
- Changing task start and due dates
- Cloning appointments
- Linking contacts
- Setting up an out-of-office message
Skill Level Intermediate
1. Top Ten Power Shortcuts
2. Organizing Your Inbox
3. Managing Incoming Messages
4. Creating Emails and Replying to Them
5. Creating Special-Use Emails
6. Staying on Task
7. Tips for Calendars, Meetings, and Appointments
8. Working with Contacts
9. Miscellaneous Tips and Tricks
Next steps1m 4s
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