How to Set Up An E-News Template or Re-Use Repetitive Phrases in E-mail

  • Do you find yourself often typing and retyping the same phrase, sentence, or paragraph over and over in your e-mails? 
  • Do you send out any e-newsletters/press releases and would like a way to quickly use the same format each time?  (As I do with this one.)

In Outlook, you can create the text you wish to use and save it as a ‘quick part’.   (You can think of it as something that is forever in your clipboard to paste whenever you need it.)

 

To create the Quick Part:

  1. In MS Outlook 2010, open a new email message. 
  2. Click into the body of the e-mail message, type in the words, phrase, paragraph, or text that you frequently use. 
  3. Select this text. (You can use the shortcut Ctrl-A to select all of the text.)
  4. Click on the INSERT tab.
  5. Within the text group, Click on the Quick Parts tab and select Save Selection to Quick Parts Gallery.  Give your Quick Part a name and fill in other options if wanted.

To use the Quick Part:

  1. In an open email message, click into the body of the e-mail message.
  2. Click on the insert tab, and then select Quick Parts, and click on the Quick Part you want to enter. 

----

Watch how I take one of my weekly IT e-mails and transform it into a new template for an Erie County press release e-mail!   http://screencast.com/t/IFD3rydrf

Related helpful links: