Outlook: Quick Steps & Quick Parts

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What this article covers

This article covers how to create and modify Quick Steps and insert Quick Parts in Outlook providing you with time-saving shortcuts to messaging. In this article you will learn how to:

Create a Quick Step

Note: Some Quick Steps, like Permanently Delete and Ignore, cannot be undone using a menu command or with a keyboard shortcut like Ctrl+Z.

  1. In Mail, on the Home tab, click the drop-down for the Quick Steps group > point to New Quick Steps > click the Create New Quick Step.
    Quick Step Commands.png
    Note: You can also Right-click on any desired email listed and select Quick Steps to access all the Quick Step options, select New Quick Step.
  2. Click an action type from the list or click Custom.
  3. In the Name box, type a name for the new Quick Step.
  4. Click the icon button next to the Name box, click an icon, and then click OK.
  5. Under Actions, choose an action that you want the Quick Step to do. Click Add Action for any additional actions.
  6. To create a keyboard shortcut, in the Shortcut key box, click the keyboard shortcut that you want to assign.

 Quick_Step_Actions.png

Note:  New Quick Steps appear at the top of the gallery on the Home tab in the Quick Steps group. Although revised Quick Steps keep the same location in the gallery, you can rearrange them in Manage Quick Steps.

Modify Existing Quick Steps

  1. In Mail, on the Home tab, in the Quick Steps group, click the More drop-down for the Quick Steps box, and then click Manage Quick Steps.
  2. In the Quick Step box, click the Quick Step that you want to change, then click Modify.
  3. Under Actions, change or add the actions that you want this Quick Step to do.
  4. To change the icon for a Quick Step, click an icon next to the Name box, select an icon, and click OK.

Insert a Quick Part

Quick Parts are entire messages/text that can be inserted into a new email without the need for retyping.

To create a Quick Part:

  1.  Open a new email message and enter the verbiage you wish to save as a Quick Part.
  2. Highlight the text you would like to have added as a Quick Part.
  3. Select Insert > Quick Parts > Save Selection to Quick Parts Gallery.
  4. Enter necessary information:
    1. Name - start typing to auto-trigger the Quick Part.
    2. Save in - leave as is to save in the default template.
  5. Click OK.

 Quick_Parts.png  Create_New_Building_Block.png

To use a Quick Part:

  1. Open a new email message, and input the Recipients and Subject.
  2. Click in the body of the message area.
  3. Select Insert tab> Quick Parts.
  4. Select the desired Quick Part to insert OR start typing the title of the Quick Part and a pop-up message will appear.
  5. Press the Enter key to insert the Quick Part.
  • To revise or delete a Quick Part:
  1. Insert > Quick Parts > Hover over the Quick Part you want to change and right-click the message >perform the desired action (edit or delete).

 

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