How to Define and Insert Frequently Used Texts in Outlook

When writing emails, we can insert pictures, charts and hyperlinks, etc. Moreover, we can define and insert daily used texts using Quick Parts as well in Outlook, which will improve our performance greatly.

Apart from adding external materials as attachments, we can insert them directly. In general, we are accustomed to insert pictures and other multimedia resources only. In addition, we can also insert text by Outlook Quick Parts.

Outlook insert text using Quick Parts

Occasionally we are often required to type the same text content in emails. It is supposed that we would rebel at the repetitive work. Under this circumstance, we had better learn to make use of Outlook Quick Parts to omit this repeating work. As a matter of fact, inserting text using quick parts is similar to adding text signature. We can edit and save a text as quick parts to be inserted.

Create Quick Parts to Insert Text

  1. For a start, open Outlook and create a new email.
  2. In the frame for contents, type in concrete text to be inserted.
  3. Pitch on “Insert” Tab.
  4. All select the text block to be quick parts.
  5. Click the “Quick Parts” icon in the section of “Text”, and select “Save Selection to Quick Part Gallery” option.
  6. Then a popup window of “Create New Building Block” will appear, in which users can name it and rule its other properties.
  7. Finally click “OK” to save the quick parts.

Use Quick Parts to Insert Text

With the quick parts, every time when we want to avoid the repeating words, we can just go to “Insert” page, click the “Quick Parts” icon, and then pitch on the specific text to insert. Besides, what is worthy of notice is that a screen tip will show up when you type more than 4 characters of the quick parts. The tip aims to tell you that what you are typing is the same as a quick part so that you can press “Enter” to insert it. Of course, this tip only works when Outlook “Show AutoComplete Suggestions” is activated.

If you would like to delete the quick part, you can right click the specific quick part and click “Organize and Delete” option. Next in the new popup window, you can select the quick part and click “Delete”.

Avoid Unnecessary PST Crashes

As we all know, PST crashes often occurs due to many internal and external reasons like windows malfunction, virus attacks and power outages, etc. To avert the unnecessary PST crashes, we should be better off protecting our computer and Outlook application, and meanwhile make backups on a regular basis. However, if Outlook corruption has been rendered beyond repair, we could also employ third party software such as DataNumen Outlook Repair for PST recovery. It can help us retrieve Outlook data quickly.

Author Introduction:

Shirley Zhang is a data recovery expert in DataNumen, Inc., which is the world leader in data recovery technologies, including sql recovery and outlook repair software products. For more information visit

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