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Home Computer Tricks Internet What is quick parts in Microsoft Outlook and how to use it?

What is quick parts in Microsoft Outlook and how to use it?

Find Out What Is Quick Parts In Microsoft Outlook and How To Use It

Quick Parts, also known as Quick Styles are simply a set of preformatted text that can be reused for creating professional emails instantly. Basically, Quick Part, is an option provided by Microsoft Office in most of its applications. The option lets you create personalized messages in MS Outlook that are repeatedly used while sending / responding to emails. Thus, the option saves you a lot of time as you don’t require writing the same message over and over again every time. All you have to do is select the preferred Quick Style and send the email to respective recipients. However, note that, quick parts/styles are only meant for saving message text in the email body and not for the media or recipients of the email. The following segment of this article will guide you through the basics of Quick Parts and also on how to use and implement it on Outlook.


Quick Parts And Its Implementation On Outlook


Although Quick Style group of formatting options is primarily considered as a feature to be used in emails, but, it is also applicable on Word files, Outlook calendar, tasks, journals, and also in notes, etc.
Suppose that you are composing an email and the content you are using in the message body is constantly used for responding to your clients. Finding the same email and copy pasting its content over and over again would be a clumsy task.


To make this process a little more professional and organized, you can go for quick parts instead. This option lets you select a particular ‘part’ of your email body content and save it as an emailing template to be used later on in / for composing other email messages.
Templates make it easier and quicker to compose and send emails that are strictly professional and are written in a particular manner only.

Using/Adding Quick Parts


NOTE: The steps given below have been performed using MS Outlook version 2010, and may vary on other versions of the client.


Adding a new Quick Part is an immensely easy procedure to be carried out. Kindly, follow the steps given below to create your own Quick Part.

  1. Click on New E-Mail option to start composing a new email message.


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  1. Type in the content of the email body and select the preferred text to be added as a Quick Part.


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  1. Click on Quick Parts button under the Insert Tab given on the Ribbon.

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  1. On the drop down list of options that appears, click on: “Save Selection to Quick Part Gallery…”


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  1. A “Create New Building Block” window will appear with the following options:

    1. Name: Give a name to your building block.
    2. Gallery: Set a type for your building block as Quick Part.
    3. Category: Create a New Category for saving quick parts. The option is useful when you have 10 quick parts and all for different purposes.
    4. Description: Give a description to your quick part; regarding its purpose, etc.
    5. Save In: NormalEmail will be the file name of the quick part used to save it on the machine.
    6. Options: Here you can choose from the three provided options as; Insert Content only, Insert Content in its own Paragraph, or Insert Content in its Own Page, to define a preferred placement of the content in your mail.


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  1. Once you have filled in all the provided fields, click on Ok.


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Making Changes To An Existing Quick Part


Although, Quick Part is a very convenient way to compose email messages. But modifying them does not follow a convenient method.
Follow the steps given below to make changes to an existing Quick Part.
  1. Compose a new email.


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  1. Insert a Quick Part.
    1. Go to Insert tab.
    2. Click on Quick Parts.
    3. Select any one from the listed Quick Parts.
2%2B-%2Bmodify



  1. Make required changes to the text and  follow the steps listed in the section above to save the Quick Parts.
NOTE: The details filled in the fields can vary from that of the previous ones.
  1. Once you are done, hit Ok.


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  1. A prompt window will appear on screen asking whether you want to redefine the building block entry or not.

Modifying



  1. Click on Yes if you want to make changes, click No if you don’t want the changes to be implemented, or click on Help to know more about it.
Conclusion: Quick Parts are a great way to save time while composing a new mail. All you have to do is insert the desired Quick Part in your mail, make required changes in the text; if any and continue. Within just a few clicks only, you can compose professional emails in an organized manner.


Author Bio: This is a guest post by Peter Baris. He is the author of MS Outlook Tools, Peter has an experience of more than 20 years in the IT industry. He is now working with an expert data recovery firm. Having quality expertise in the Office products, especially in Microsoft Outlook he loves to solve user queries by providing excellently suitable solution like as how to recover lost Outlook emails, repair corrupt PST, Outlook tips & tricks, etc.

Website:http://msoutlooktools.com/
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