Once a Quick Part is created, you can access and reuse it at any time from everywhere including emails, meeting requests, tasks, etc. When done, click OK to save the new entry.For the most part, you'll only need to a give a unique name to your new building block and can leave the other fields in their default values, as shown in the screenshot below. In the dialog box that pops up, specify some attributes.On the Insert tab, in the Text group, click Quick Parts > Save Selection to Quick Part Gallery….Select the content that you want to store.When your new piece of content is ready, here's what you do to add it to the Quick Part Gallery: Technically, it does not matter where you create a new building block - the steps are the same for emails, appointments, contacts and tasks. To begin with, type the desired text, format it the way you want, and include graphics if needed. The Quick Parts feature works the same way in all versions of Outlook for Office 365, Outlook 2019, Outlook 2016, Outlook 2013, Outlook 2010, and Outlook 2007. These snippets of predefined content are not limited to text only - they can include images, tables, graphics, and formatting. Quick Parts were introduced in Outlook 2007 as a more versatile replacement for AutoText from previous versions. Microsoft defines this feature as "building blocks". Outlook Quick Parts is a gallery of reusable pieces of content that you can quickly insert into your email messages as well as appointments, meeting requests, contacts, and tasks. Shared Email Templates - awesome alternative to Quick Parts.
#Mac outlook quick steps how to
How to insert a Quick Part into a message.Not only will they save you a surprising amount of time, but also introduce consistency and accuracy in your emails. Do you still do it the long and tedious keystroke way? In this case, you'll certainly find Quick Parts very useful. Like many Outlook users, you may often need to send the same text over and over again - new offers to your business partners, replies to prospective clients, reports to supervisors, and so on. It lets Microsoft show something in demos and ‘tick the box’ in product comparisons but they haven’t devoted the time or effort in making something customers can really make use of.The tutorial shows how to create reusable pieces of content for Outlook emails by using Quick Parts, AutoText and Shared Templates. Unfortunately Quick Steps has been made entirely separate from the more powerful Rules features.Īs it stands, Quick Steps is a typical ‘tick box’ Microsoft effort. Outlook would be much better if people could make a set of actions with the rules wizard then select those actions to happen manually. Currently Rules have a trigger event then actions. Ideally Quick Steps should be merged with Outlook Rules into a single set of action options. Quick Steps are stored in the PST/OST file, making them inaccessible even to power users. There’s no import/export option for Quick Steps, making it harder to share or migrate. New Message looks great until you realize there’s no Signature, HTML formatting, account nor other choices that would make the feature really good. This obvious omission make the option useless for many purposes like an alert after 7 or 10 days. Just one example is the Flag item which lets you preset to vague terms like ‘This Week’ or ‘Next Week’ but not a number of days from today. By all means, give Quick Steps a try, but don’t be surprised if you run into annoyances and limitations. They are a feature that looks great in limited demos but really doesn’t go far enough. Once you’ve decided the actions to group together, go to New Quick StepĪside from options available elsewhere, you can reorder the Quick Steps using the up/down arrow keys.įrankly, we don’t think much of Outlook Quick Steps. Sometimes you can fully automate these using Outlook Rules but more commonly you have to choose the actions on an individual basis for each message. Watch how you work with Outlook and note down any common tasks you do like Forwarding messages to the same person or people or moving messages to folders. A quick link to making your own Quick Steps. Open up a reply window for the selected messageġ. Either your ‘team’ as defined in Exchange Server or a specific group you select.ġ. Either your ‘manager’ as defined in Exchange Server or a specific person you select.ġ. The defaults are meant to be examples of what is possible.ġ. Quick Steps let you customize and combine Outlook functions into a single click without resorting to VBA.
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