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Email - creating reusable text
You can create templates in Outlook but there are much easier ways of doing it. The two simplest ways are creating a signature or using a quick part.

Mail Signature

1.    Choose Tools/Options and the Mail Format tab.
2.    Click the Signatures button.

3.    Click New and give it a suitable name.

4.    Type the text in the box below – add your normal mail signature on the end as you can’t use more than one mail signature in a message.

5.    Click Save and then click OK twice to close the dialog boxes.

6.    To use your signature, create a new mail message and right-click in your normal signature – you will see a shortcut menu and can tick the one you want to use.

7.    Alternatively, you can click the Signature command button on the Message tab to insert it.

8.    You can have as many of these as you like and can edit them in your message.

Quick Parts

1.    Create a blank message and type the text you want to use (don’t need to include your mail signature for this one).

2.    Select the text to reuse and click the Insert tab and Quick Parts command button.

3.    Choose Save Selection to Quick Parts Gallery.

4.    Type a short name, acronym or abbreviation and type it in the Name box. You can type more information in the Description box.

5.    In the Gallery box, it should say Quick Parts.

6.    There are further options in the Options drop down list box to define how you want your text to appear.

7.    Click OK to save.

8.    To use your quick part, create a new mail message. You can either type the first couple of letters of your short name and press F3 function key, or select the Insert tab and click the Quick Parts button – a drop down list of all your quick parts will display, and you can select from the list.


Modified 12/09/2016
Author: Butlin, Martin