Join Jess Stratton for an in-depth discussion in this video Reusing text by creating Quick Parts, part of Outlook 2016 Essential Training.
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- One of my favorite aspects of Outlook is the ability to reuse text instantly. If you find yourself always sending out the same type of responses over and over again, you can create something called Quick Parts in which all the content and formatting is already there and you can easily insert it into your email. To get started creating a Quick Part, you first need to get all your text set up just the way you want to. What I have right now is a canned response that I find myself sending out a lot whenever I get a press inquiry about our hotels, because I'm not the right person to answer these questions.
I can get the content all set up, I can continue to edit the text, I can highlight it, I can change all my formatting. It can be whatever color I want. It can also include tables and pictures. When I'm done, I can click and drag with my mouse to select everything, then I'm going to change to the Insert tab and select Quick Parts. Choose Save Selection to Quick Part Gallery. I need to give it a name; I'll call this one Press Inquiry.
The Gallery needs to be Quick Parts, and in Options, I need to decide how I want to insert it. It can insert the content only and it will leave the cursor right at the end of it. I can choose to insert the content in its own paragraph, in which it will be in its own paragraph directly underneath wherever the cursor was and it will also start the cursor on a new line, or it can insert the content into its own page. I like inserting it into its own paragraph, so I'll select that, and then I'll click OK.
Now that I'm done with this formatting, I can close out of the email because I don't need it anymore. I'll select No to discard the draft, and now let's see it in action. Here's an email with a press inquiry. I'm going to hit Reply, and from here I'll change to the Insert ribbon tab, select Quick Parts, and I'll choose my Press Inquiry Quick Part. As soon as I click on it, it inserts it into the email, and I can click the Send button. That was much easier than having to retype it all the time.
I'm going to close out of this, and let's go back and look at our Quick Parts. To edit or delete a Quick Part, click New Email, change to the Insert tab, place the cursor in the body of the email, and select Quick Parts. From here I can right-click on my Quick Part and select Organize and Delete. I can see my Quick Part. If I want to remove it entirely, I can highlight it from the view, select Delete, I'll click Yes, I'm really sure, then I can close out of it.
I can create many Quick Parts for as many times as I find myself typing the same thing over and over again.
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