June 26, 2009


Just in time for the weekend, we’d like to provide you with a good tip which saves much time in writing your e-mails.

Are you familiar with the Quick Part in Outlook 2007? These are very useful if you have frequent requests with identical e-mails to answer. As an example, people from HR department often write a standard e-mail to each candidate which confirmed the receipt of the application. Rewriting the text every time is much too cumbersome. Similarly, the old copy-and-paste method can’t deal with the Quick Parts.

In previous Outlook versions this function was called auto correction. It worked just like Quick Parts. But how do I create a Quick Part? That’s very simple. We show you step by step. Let’s go!


1. Open an e-mail and write a text that you use frequently. Then highlight the text or graphic elements.

2. Click the Insert tab on the ribbon and then click Quick Parts from the Text group. Select Save Selection to Quick Part gallery.



3. Now provide a name your Building Block in the Create New Building Block dialog. Pay close attention to the Name: field. You want to choose a good descriptive name you can leverage. For our example Human Resource I decided to name it confirm. Also you can add other information like Category and Description.



4. Click OK to finish.

For using your Quick Parts just type the first few letters of the Building Block in a new e-mail and press F3. As example you write con + F3 and the appropriate text will appear. This works since you don’t have any other entries that start will start witch con.

People who use a previous Outlook version can use a function called AutoCorrect.
Go to tools – Options – Spelling Tab – Button AutoCorrect options
Now type a shortcut into the field under Replaceand a text into the field under With. For example I choose the shortcut kd and the text kind regards.



In your email write simply the shortcut kd. Outlook replaced it automatically with the defined text.