Outlook 2010 Quick Parts tutorial

Outlook Quick Parts tutorial

By Henry C. M. James

An introduction to Outlook 2010 Quick Parts

Quick Parts are reusable pieces of content to save you time retyping the same email over and over again.

Adding a Quick Part for the 1st time

Step 1. Create a new email, either a completely new one or a reply.

Step 2. Type out the content, select/highlight the content and then go to the insert tab at the top of the email window

Additional information Reusable pieces of content to save you time retyping the same email over and over again. You can use Quick Parts (QP) in any email such as a new one, or one you are replying or forwarding to someone else. You can only insert the QPs in the main body of an email, so not in the Subject line or address fields (To or Cc)

2

Quick Parts continued…

Step 3. Click on the Quick Parts button.

Additional information If you float over the button, information appears and offers you help if you press F1, while the Quick Parts button is highlighted

Step 4. Click “Save selection to Quick Part Gallery...”.

3


Step 5. Change the name of the Quick Part (QP). See additional info below for some tips on choosing a relevant name.

Step 6. Click on OK.

That’s it, you’ve now added this text into Outlook’s Gallery and you can insert it into an email whenever you want.

Additional information Make sure that the name you give the QP is something that relates to its. Outlook automatically gives it the first line of the text that you have just created. This is not always helpful when you have created a large gallery of QPs.

4


Inserting a Quick Part from your QP Gallery

There are two ways to insert a QP into your email.

Option 1.

Step 1. Click the place in the email that you want to insert the QP, such as at the beginning of the email.

Step 2. Go to the QP button in the Insert section of the toolbar

Step 3. Click on the QP you require from the list and it will be inserted into your email.

Additional information - AutoText

AutoText is very similar to Quick Parts, the text you add to it will be stored in a different location to text you store in Quick Parts.

5


Inserting a Quick Part from your QP Gallery

Option 2.

Step 1. Start typing the name that you gave

the QP and Outlook will prompt you to enter the full text by pressing enter.

Additional information Sometimes Outlook doesn’t recognise the QP name when you start to type it, and the only way around this is to go to the QP button on the toolbar.

6


Adding a Quick Parts button to your toolbar

Step 1. Click on the QP button and then Right Click one of the stored QPs to bring up the Options Menu.

Step 2. Click on “Add Gallery to Quick Access Toolbar”

You can now access your Quick Parts Gallery on the Quick Access Toolbar at the top of email window

Additional information The Quick Access Toolbar is a customizable toolbar that contains a set of commands that are independent of the tab on the ribbon that is currently displayed

7


Editing Quick Parts properties

Step 1. Click on the QP button and then Right Click one of the stored QPs to bring up the Options Menu. Notice that the QP button is now on your Quick Access Toolbar

Step 2. Click on “Edit Properties”

Step 3. Here you can experiment with various options available, such as putting the QP into a new category, giving it a description.

Additional information Some of the options available are not that helpful and the only one I really use is to organise the QPs into different categories.

8

Documents

Outlook 2010 Quick Parts tutorial