How Do I Create A Shortcut For Templates In Outlook?
The tutorial shows how to create reusable pieces of content for Outlook emails by using Quick Parts, AutoText and Shared Templates.
Like many Outlook users, you may oftentimes need to send the same text over and over once more - new offers to your business partners, replies to prospective clients, reports to supervisors, and then on. Practise yous even so do it the long and tedious keystroke style? In this case, you lot'll certainly find Quick Parts very useful. Non only will they salve you a surprising amount of time, but also innovate consistency and accuracy in your emails.
What is Outlook Quick Parts?
Outlook Quick Parts is a gallery of reusable pieces of content that you tin can quickly insert into your e-mail messages as well as appointments, meeting requests, contacts, and tasks. Microsoft defines this feature equally "building blocks".
Quick Parts were introduced in Outlook 2007 as a more versatile replacement for AutoText from previous versions. These snippets of predefined content are not limited to text simply - they tin can include images, tables, graphics, and formatting.
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.
How to create Quick Parts in Outlook
To begin with, type the desired text, format it the way yous want, and include graphics if needed. Technically, it does not matter where you lot create a new edifice block - the steps are the aforementioned for emails, appointments, contacts and tasks.
When your new piece of content is ready, here's what you do to add it to the Quick Part Gallery:
- Select the content that you lot desire to shop.
- On the Insert tab, in the Text grouping, click Quick Parts > Salvage Selection to Quick Part Gallery…
- In the dialog box that pops up, specify some attributes. For the most part, you'll only need to a give a unique proper noun to your new building block and can go out the other fields in their default values, equally shown in the screenshot below.
- When done, click OK to save the new entry.
Once a Quick Part is created, you can access and reuse it at any fourth dimension from everywhere including emails, meeting requests, tasks, etc.
Quick Parts attributes
By specifying the following details, you can better organize Quick Parts for your specific needs:
Proper name - type a unique name for your new Quick Part. Because a building block can be inserted by name, brusque and meaningful names tin save y'all a lot of fourth dimension.
In the gallery, the names are listed in alphabetical gild. So, if you want a specific entry to announced at the top of the listing, yous tin can prefix the proper noun with a number or underscore, due east.1000. "1map" or "_map".
Gallery - select the gallery in which you lot want the new edifice block to announced. Outlook tin can save entries in many different galleries, but mostly you'll use Quick Parts and AutoText.
Category - categories belong to galleries and you can regard them equally kind of sub-folders for further grouping. The default category is General. If you lot take over 10 reusable pieces, it's a good idea to organize them in your ain categories. For this, click the driblet-downwardly arrow and choose Create New Category.
Description - optionally, type some text that describes the entry. But yous may not bother nigh this aspect, as you'll never see it or utilise it.
Save In - Save to the default NormalEmail.dotm template if you want the new Quick Part to exist bachelor in all emails and other Outlook items. If you use your own Outlook templates, y'all can isolate your building blocks by template. A template must be open up to appear in the drop-down list.
Options - defines how the entry is inserted:
- Insert content only - the default choice that you lot volition use in almost cases.
- Insert in its ain paragraph - inserts the content into its own paragraph, even if the cursor is in the middle of another paragraph.
- Insert content in its ain page- inserts the content into its ain page; is more useful for Word Quick Parts.
How to utilise Quick Parts in Outlook
There are three ways to insert edifice blocks into Outlook items. The below instructions are for emails because we utilise them most often. The techniques for tasks, appointments, and contacts are exactly the same.
Insert Quick Parts by pressing F3
The fastest way to put a reusable piece of content into an email message is this:
- In a bulletin, type the quick part proper noun where y'all want to content to appear.
- Printing F3, and the name is immediately replaced with the total content. Done!
For example, to insert the Quick Part named "Map", you type "map" and press F3. The image below shows the effect:
In nearly cases, you do non need to enter the whole proper name. Information technology is enough to type the part of the proper name until information technology becomes unique.
Let's say, y'all have two Quick Parts named "Thanks for support" and "Thanks":
- To insert the entry named "Thanks for support", blazon "thanks" and press F3.
- To insert the "Give thanks you lot" entry, you must at least type "thank" and a space character before pressing F3.
Auto-complete Quick Parts with the Enter key
In Outlook 365, Outlook 2019 and Outlook 2016, Quick Parts can also exist auto-completed by hitting the Enter key.
You just start typing the name and as soon as it becomes unique the "Printing ENTER to Insert" suggestion appears. Press the Enter central and the content is inserted straight abroad.
Notes:
- Machine-completing does not work for pieces that incorporate images or other graphics.
- Machine-completing is not available in Outlook 2013, 2010 and 2007. In these versions, press F3 to chop-chop insert Quick Parts past their name.
Insert Quick Parts by choosing from the gallery
If you have many edifice blocks and you cannot call back the name of the detail snippet that you want to apply, find it in the Quick Parts Gallery:
- In a bulletin, position the cursor where yous want to insert the Quick Part.
- Go to the Insert tab >Text grouping and click Quick Parts.
- Do one of the post-obit:
How to rename and edit Quick Parts
To modify an existing Quick Part, hither'due south what you demand to do:
- On the Insert tab, in the Text grouping, click Quick Parts.
- Correct-click the entry y'all want to modify and click Edit Properties…
- In the Modify Edifice Block dialog box, blazon a new name in the corresponding box and, optionally, choose another gallery, category and template. When washed, click OK.
- When asked if you desire to redefine the building cake entry, click Yeah.
How to quickly alter multiple Quick Parts
If you lot'd like to change several entries, this can be done faster via the Edifice Block Organizer:
- On the Insert tab, in the Text grouping, click Quick Parts.
- Right-click anywhere in the gallery pane and choose Organize and Delete from the context menu.
- In the dialog box that appears, select the entry yous want to modify and click Edit Properties…
- Make the changes and click OK to save them.
How to modify the content of a Quick Part
The Modify Building Block dialog box only allows renaming Quick Parts and changing their attributes, but not the content.
To change the Quick Function'due south content, you need to replace it with a new 1. Here's how:
- Insert the building block into an e-mail and make the changes y'all want.
- Save the modified edifice block with the same name.
Note. To supercede the original entry in the gallery, the new entry's proper noun and all the attributes must be the same as the original.
How to delete Quick Parts in Outlook
If you desire to permanently remove a certain edifice cake from the gallery, this is what you need to do:
- On the Insert tab, in the Text group, click Quick Parts.
- Right-click on whatsoever entry, and then click Organize and Delete.
- Select the entry you wish to remove and click the Delete button.
- When asked if you really want to delete the selected building block, click Yes.
Outlook AutoText
In Outlook 2003, AutoText was the just type of the available edifice blocks. In Outlook 2007, Quick Parts appeared, and AutoText became its part.
In the modern versions of Outlook, the only deviation between Quick Parts and AutoText is that they are different galleries. In all other respects (creating, editing and inserting), they are absolutely the aforementioned.
To add together a new AutoText entry, select the text that y'all desire to shop and do ane of the following:
- Press Alt + F3.
- On the Insert tab, in the Text group click Quick Parts > AutoText > Save Selection to AutoText Gallery.
Or you lot can create a Quick Part as usual, but choose to salvage it to the AutoText Gallery:
To view the existing AutoText entries, click Quick Parts > AutoText:
Where are Quick Parts located?
Outlook Quick Parts are stored in the NormalEmail.dotm file, which is located hither:
C:\Users\User Proper name\AppData\Roaming\Microsoft\Microsoft\Templates\
If you lot desire to export your quick parts from one computer to another, simply paste the NormalEmail.dotm file to the Templates folder on another PC.
Using Outlook Quick Parts - tips and tricks
Beneath I will share a few piffling secrets can make a great departure in the style yous utilise Quick Parts in Outlook.
Add Quick Parts to Quick Access Toolbar
To ever take the building blocks at your fingertips, add them to the Outlook Quick Access Toolbar. For this, just right-click the Quick Parts button, and then click Add together to Quick Access Toolbar:
That'due south it! The Quick Parts Gallery is at present hands accessible from about everywhere.
Add Quick Parts to Outlook ribbon
As you already know, Quick Parts reside on the Insert tab. If you programme to frequently utilize them in your work, it can be more convenient to accept your building blocks on the default Message tab. To have it washed, conduct out these steps:
- Right-click anywhere on the ribbon, and and then click Customize the Ribbon… .
- Because custom buttons tin only be added to custom groups, y'all volition have to create one:
- In the right role of the Outlook Options dialog box, under Customize the Ribbon, select the New Mail Message tab and click the New Group button.
- Click the Rename button and proper noun the newly added group as y'all similar, e.thou. Quick Parts.
- In the Choose commands from drop-down list, select All commands, find Quick Parts in the listing, and click Add.
- Click OK to save the changes and close the dialog box.
Back upwardly and restore Outlook Quick Parts
As mentioned above, Outlook Quick Parts are located in the NormalEmail.dotm file, which is stored here:
C:\Users\%username%\AppData\Roaming\Microsoft\Templates\NormalEmail.dotm
To support your Quick Parts, close Outlook and copy this file to a save location.
To restore Quick Parts, copy the file from your backup location to the Templates binder, with Outlook closed.
Please note that bated from Quick Parts, the NormalEmail.dotm file also contains settings for all the styles that you have added or modified. And so, when you back up and restore Quick Parts, your custom styles are too copied and restored.
How to add attachments to Quicks Parts
Lamentable, bad news first - in that location is no mode to add together an attachment to a Quick Part :(
The good news is that there are at to the lowest degree two other ways to automatically add attachments in Outlook:
- Create an Outlook template with attachments.
- Use Shared Email Templates to automatically attach files to new letters, replies and frontwards.
The Quick Parts and AutoText galleries surely beat transmission copying and pasting. But I personally exercise not use them in my work. Why? Because I accept a better selection - Shared Email Templates for Outlook.
The Email Templates tool has a number of unique features that make information technology superior to Outlook Quick Parts:
- Answer faster. To go to Quick Parts, you have to switch between tabs and navigate through menus. Email Templates, residing on a special pane in every message that you compose, is one click away.
- Organize better. Quick Parts has no hierarchy. Email Templates allows creating a tree-view with as many subfolder levels every bit yous want.
- Observe quicker. The Quick Parts gallery can get disorderly if you add too many pieces. The search option on our add-in'south pane makes finding the right slice super-easy.
- Share easily. There is no easy way to share your Quick Parts with someone. With our tool, y'all can create teams, invite members, share templates, and give different permissions to your teammates depending on their roles.
- Edit comfortably. Previewing and editing the Quick Parts content is quite complicated and time-consuming. Email Templates allows editing directly on the preview pane or in browser.
- Attach files. It'southward not possible to add attachments to Quick Parts. With Email Templates, yous can adhere files, fill in the Subject line, populate To, Cc and Bcc fields, and a lot more!
Equally an example, let'due south create a template for sending a new price list to your partners. So, you compose the message, add together the desired graphics and formatting, and and then do the post-obit:
- Select all the content that yous want to include in a template.
- On the add-in's pane, select the folder where your new template should be stored, and click the New button.
- Blazon an appropriate name for your template, and for the most office the work is done.
- Optionally, you can automate a couple more than things with macros. As an example, we will add attachment and fill in the Subject area line. For this, click the Insert macros button and select the desired macro from the list.
- Click the Save push button, and the new template is added to your collection.
And now, whenever y'all want to answer with template, simply double click its name.
Voilà, your response is set up to go - the text is inserted, the attachment is added, and the Subject line is filled, all with a mouse click!
This is only a quick and short introduction to our new Templates tool, but there is much more to it! If you are curious to observe other useful features, you are welcome to endeavor:
Other ways to answer with template in Outlook:
How Do I Create A Shortcut For Templates In Outlook?,
Source: https://www.ablebits.com/office-addins-blog/2019/04/03/outlook-quick-parts-autotext/
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