If you’ve typed the same request-for-details paragraph five times today, Outlook has a built-in fix. Quick Parts in Outlook let you save a block of text, such as a standard reply, directions, or a disclaimer, and insert it into any email message in a couple of clicks, without retyping it.
If you’ve been told new Outlook doesn’t have Quick Parts, that was true at launch: the feature was missing from new Outlook for Windows and only reached most users in 2026, so many guides still describe the old menus. This article covers how to add, insert, edit, and delete Quick Parts in new and classic Outlook.
You’ll also see how they compare with templates and how TextExpander for Outlook shares the same text across a team and every app.
Key takeaways
- Quick Parts store reusable text blocks in Outlook. New Outlook for Windows and Outlook on the web added them in 2026; classic Outlook has had them for years.
- You add a Quick Part by selecting text and saving it, then insert it from the Insert menu. The steps differ slightly between new and classic Outlook.
- Quick Parts don’t move between versions. Classic Outlook stores them on your computer; new Outlook stores them with your mailbox, so you may need to recreate them when you switch.
- Templates and signatures cover other jobs. Use templates for whole emails and signatures for automatic footers.
- Quick Parts are personal and Outlook-only. Teams that need shared, current wording in Outlook and other apps use a text expander like TextExpander.
Start with what Quick Parts are and where they live in your version of Outlook.
What are Quick Parts in Microsoft Outlook?
Quick Parts are reusable pieces of content, such as paragraphs, addresses, product descriptions, or standard replies, that you save once and insert into the message body from a menu. They’re built into Microsoft Outlook and Word (Microsoft’s classic Outlook guide calls them building blocks), and in classic Outlook they work alongside AutoText, a closely related feature for inserting saved entries.
Quick Parts work best for a portion of an email that sits inside a larger, customized message, like the information you ask for every time you receive the same question. For example, a support rep who needs more details to assist a customer might save this as a Quick Part:
Thanks for contacting support. I’ve reviewed your request and started looking into it. To help us resolve this faster, please send the exact error message, the affected account, and the approximate time the issue occurred.
That’s a body fragment, not a complete email, which makes it a good fit for Quick Parts.
Where is Quick Parts in new Outlook?
In new Outlook for Windows and Outlook on the web, Quick Parts is on the Insert tab of a message you’re writing. Microsoft began rolling the Quick Parts feature out to new Outlook in early 2026, and by July 2026 it was widely available, though some accounts saw it later than others.
| Outlook version | Where to find Quick Parts | Where Quick Parts are stored |
| Classic Outlook for Windows | New message > Insert tab > Text group > Quick Parts | On your computer (in the NormalEmail.dotm template) |
| New Outlook for Windows | New message > Insert > Quick Parts | With your mailbox in the cloud |
| Outlook on the web | New message > Insert > Quick Parts | With your mailbox in the cloud (shared with new Outlook) |
Understanding where each version keeps Quick Parts saves time, because two things trip people up. First, Quick Parts is on the Insert tab, not the Home tab, and it only shows when you’re writing a message, not reading one. Second, Quick Parts you saved in classic Outlook don’t appear in new Outlook, and new Outlook’s don’t appear in classic, because each version uses a different storage location. In Outlook on the web, Quick Parts works only with Microsoft-hosted mailboxes, and it isn’t available in Outlook for Mac, Outlook mobile, or calendar items.
How to add a Quick Part in Outlook
New Outlook for Windows and Outlook on the web
- Start a new email message or reply.
- Type or paste the text you want to save, including any formatting, links, or images.
- Select the content.
- Go to Insert > Quick Parts and choose Save, or right-click the selection and choose Save Selection to Quick Parts.
- Give the Quick Part a clear name and select Save.
Classic Outlook for Windows: save to the Quick Part Gallery
- Start a new email.
- Type or paste the text you want to save, and select it.
- Go to Insert > Quick Parts > Save Selection to Quick Part Gallery.
- In the Create New Building Block dialog box, enter a name, choose a gallery and category if you want, and select OK.
Tip: Name Quick Parts so they’re easy to scan, such as “Support: request details” or “Sales: pricing follow-up.” New Outlook lists Quick Parts in one flat list, so a consistent naming pattern helps you find them as the list grows.
How to insert a Quick Part
- Place your cursor at the point in the message area where you want the text.
- Go to Insert > Quick Parts.
- Select the Quick Part by name. In new Outlook, you can also right-click in the message and choose Insert Quick Part.
Is there a Quick Parts Outlook keyboard shortcut?
In classic Outlook, type the name of a Quick Part or AutoText entry and press F3 to insert it, or accept the suggestion when Outlook offers to complete the name. New Outlook and Outlook on the web don’t support a keyboard shortcut or typed name yet, so you insert each item from the menu. If you want a typed shortcut that works in every version, a text expander gives you one.
How to edit or delete Quick Parts
New Outlook for Windows and Outlook on the web
- Rename or delete: go to Settings > Mail > Quick Parts (or Insert > Quick Parts > Manage Quick Parts). Select the pencil icon to rename or the trash icon to delete.
- Edit the content: there’s no in-place editor. Insert the Quick Part into a blank message, make your changes, select the updated text, and save it again with the exact same name to replace the original.
Classic Outlook for Windows
- Organize or delete: go to Insert > Quick Parts, right-click any entry, and choose Organize and Delete to open the Building Blocks Organizer. Select an entry to edit its properties or delete it.
- Edit the content: insert the Quick Part, change the text, select it, and save it to the Quick Part Gallery again with the same name. Choose Yes when Outlook asks to redefine the entry.
Quick Parts vs. templates and other Outlook tools
Outlook has several ways to reuse text, and each fits a different job:
| Tool | Best for | Where it works | Sharing |
| Quick Parts | Reusable paragraphs inside a larger email | Classic Outlook; new Outlook and web (stored separately) | Personal; not shared across accounts |
| Mail Templates (.oft) | Complete emails with subject, formatting, and attachments | Classic Outlook | Can be shared as files |
| My Templates | Short canned replies | Outlook add-in pane, where admins allow add-ins | Personal |
| Signatures | Automatic footers: name, title, links, legal text | All Outlook versions | Personal, or set centrally by IT |
| TextExpander | Shared, current text with fill-ins in Outlook and every other app | Outlook on Windows, Mac, web, and iPhone, plus any other app | Shared Snippet Groups for teams |
- Mail Templates preserve an entire email, including recipients, subject, formatting, and attachments. Use them for recurring announcements or maintenance notices where the full structure matters.
- My Templates is a lightweight add-in for short replies like “Thanks for the update. I’ll review this and get back to you with next steps.” If it’s missing, your organization may have turned off Outlook add-ins.
- Signatures standardize the bottom of a message but aren’t built for inserting different responses in the body.
See our guide to creating email templates in Outlook for template steps.
When the Quick Parts feature isn’t enough
Quick Parts are free, built in, and need no setup. For one person reusing a few paragraphs in Outlook, they’re often all you need. But email volume adds up: Microsoft’s Work Trend Index found the average worker receives 117 emails a day. The limits show up when reusable text becomes a team system or needs to leave Outlook:
- Outlook only: Quick Parts don’t work in Teams, your help desk, your CRM, or a browser app.
- Personal, not shared: each person maintains their own copies, so wording drifts and updates don’t reach everyone.
- Separate by version: classic and new Outlook store Quick Parts in different places, so switching versions can mean recreating them.
- No fill-ins: you replace names and details by hand instead of being prompted for them.
- Menu-only insertion in new Outlook: no typed abbreviation, so you click through the Insert menu each time.
- Simple organization: new Outlook keeps Quick Parts in one list without folders or categories, and each item appears in the order you created it.
That’s where a text expander fits.
TextExpander for Outlook
TextExpander is a text expander for Outlook and every other app you type in. You save reusable text as Snippets, then type a short abbreviation like ;olack and the full text appears in your message. There’s no Outlook add-in to install: TextExpander runs on your computer, so the same Snippets work in classic and new Outlook, in Outlook on the web, and in Teams, your help desk, or your CRM. This section covers the basics. For setup tips, shortcuts, and team workflows in more depth, see TextExpander for Outlook: Save Hours on Email Every Week.
A sales director at a national media organization put the appeal simply: “You guys are kind of the only one that works both in Chrome and Outlook and then has an admin capability where we can… control the main messages.”
How TextExpander works in classic and new Outlook
Type an abbreviation in any Outlook compose window and TextExpander replaces it with the full Snippet, formatting included. Fill-ins prompt you for names, dates, or a choice from a pop-up menu before the text drops in, so every message is personal without hunting for [PLACEHOLDER] text. Because Snippets live in your TextExpander account rather than in Outlook, switching from classic to new Outlook doesn’t change anything.
Set up TextExpander for Outlook in 5 steps
- Sign up and install. Create a free account and download the Windows or Mac app. If you mostly use Outlook on the web in Chrome, install the Chrome extension. Both use the same Snippet library.
- Create your first Snippet. Select New Snippet, add the text, and set an abbreviation. A semicolon prefix like ;olack keeps abbreviations from triggering mid-word.
- Test it in Outlook. Start an email and type the abbreviation. If nothing happens, make sure the TextExpander app is running.
- Organize with Snippet Groups. Keep support replies, sales follow-ups, and internal updates in separate groups.
- Share with your team. Share a Snippet Group so everyone uses the same version. Update it once and the whole team has the change.
Three Snippets to start with:
;olack
Hi {Fill-in: first name}, thanks for your email. I’ve got it and will reply by {Fill-in: day}.
;olmeeting
Here’s a link to book a time that works for you: {Fill-in: scheduling link}. If none of those slots fit, reply with two options and I’ll make it work.
;olooo
I’m out of the office until {Fill-in: date}. For anything urgent, contact {Fill-in: name} at {Fill-in: email}.
Which Outlook versions does TextExpander support?
| Outlook version | Works with TextExpander? | How |
| Classic Outlook for Windows | Yes | TextExpander for Windows |
| New Outlook for Windows | Yes | TextExpander for Windows |
| Outlook for Mac (classic and new) | Yes | TextExpander for Mac |
| Outlook on the web (Microsoft 365 and outlook.com) | Yes | TextExpander Chrome extension |
| Outlook for iPhone and iPad | Yes | TextExpander keyboard |
| Outlook for Android | Beta | TextExpander for Android (beta) |
Share Snippets with your team
Quick Parts help one person reuse text. Shared Snippet Groups help a team send the same approved wording. Admins decide who can view or edit each group, and on Business and Enterprise plans, teammates can suggest changes through Snippet Requests for an owner to approve. Give each group an owner and review it on a schedule, so outdated wording doesn’t keep circulating. See TextExpander for teams and plans and pricing for sharing features by plan.
I was a personal user of TextExpander for years and then once I became a leader, I implemented TextExpander for use department wide and we switched to an enterprise account. It’s been a huge problem solver for us as it allows our engineers to use pre-approved templated responses to common issues as well as ensuring that our internal notes and documentation follow our requirements.
Michael Purdin, Customer Success Team Lead, Netwrix
How to move Quick Parts into TextExpander
Move one Quick Part at a time. Most people start with their five most-used entries.
- Find the Quick Parts you actually use. In classic Outlook, open Insert > Quick Parts, right-click any entry, and choose Organize and Delete to see every entry in one list. In new Outlook, open Insert > Quick Parts. Skip anything you haven’t used in months.
- Copy each one into a Snippet. Insert the Quick Part into a blank message, select and copy it, then create a new TextExpander Snippet with the formatted text content type and paste, so bold, links, and line breaks carry over.
- Add an abbreviation and fill-ins. Give the Snippet a short abbreviation like ;olack, and replace every [Name] or [DATE] placeholder with a fill-in field.
- Test, share, and retire the originals. Expand each Snippet in a new message and a reply to check formatting. Put team Snippets in a shared group, then delete the old Quick Parts so no one sends an outdated copy.
Example Outlook snippets by role
Sales follow-up
;salesfollowup
Hi {Fill-in: first name}, following up on my note from {Fill-in: date}. Happy to jump on a quick call if that would help. Let me know what works.
Customer support acknowledgment
;supack
Hi {Fill-in: first name}, thanks for reaching out. Your case reference is {Fill-in: case ID}, and I’m already looking into it. I’ll update you by {Fill-in: time or date}, or sooner if I confirm the fix earlier.
Recruiting screen invitation
;recscreen
Hi {Fill-in: first name}, thanks for applying for the {Fill-in: role} role. I’d like to set up a 20-minute call to learn more about your experience. You can pick a time here: {Fill-in: scheduling link}.
IT maintenance notice
;itmaint
We’ll perform scheduled maintenance on {Fill-in: system} during {Fill-in: window}. You may notice {Fill-in: impact}. We expect service to be restored by {Fill-in: time}, and we’ll post updates in {Fill-in: status channel}.
Troubleshooting Quick Parts
Quick Parts is missing
Make sure you’re writing a message, since Quick Parts only appears on the Insert tab of a draft. In new Outlook, the feature rolled out in stages during 2026, so update Outlook and check again. If it’s still missing on a work account, your organization’s settings or rollout timing may be the cause; ask your IT admin.
My Quick Parts disappeared after switching to new Outlook
Classic Outlook stores Quick Parts on your computer, and new Outlook stores them with your mailbox, so they don’t carry over. Insert each one in classic Outlook, copy it, and save it again in new Outlook, or move them into TextExpander so they work in both.
My Templates is missing
My Templates is an add-in. If you can’t find it, your organization may have disabled Outlook add-ins; ask your IT admin.
I need attachments in my reusable message
Quick Parts and My Templates don’t store attachments. Use a Mail Template (.oft) in classic Outlook, or include a link to a shared file instead.
I need my reusable text on mobile
Quick Parts aren’t available in Outlook mobile, so you can’t access them on your phone. TextExpander’s keyboard works in Outlook on iPhone and iPad with the same Snippets you use on your computer.
Bring your Quick Parts everywhere you write
Import your most-used Quick Parts into TextExpander Snippets, add fill-ins for names and dates, and use them in classic Outlook, new Outlook, the web, and every other app. Share them so your whole team sends the current version.
See what changes when your best replies are one shortcut away. Free forever, no credit card required.
Frequently asked questions
Where is Quick Parts in Outlook?
In classic Outlook for Windows, Quick Parts is on the Insert tab of a new message, in the Text group. In new Outlook for Windows and Outlook on the web, open a new message and select Insert, then Quick Parts. If you don't see it, make sure you're writing a message, not reading one, and that Outlook is up to date.
Does new Outlook have Quick Parts?
Yes. Quick Parts rolled out to new Outlook for Windows and Outlook on the web during 2026 and was widely available by July 2026. Quick Parts in new Outlook are stored with your mailbox, so the ones you saved in classic Outlook don't carry over automatically; you'll need to save them again.
Can I use Quick Parts in Outlook for Mac or on mobile?
No. Quick Parts work in classic Outlook for Windows, new Outlook for Windows, and Outlook on the web, but not in the Outlook for Mac app or the Outlook mobile apps. In Outlook on the web, they also require a Microsoft-hosted mailbox. TextExpander works in Outlook for Mac and, with the TextExpander keyboard, in Outlook on iPhone and iPad, using the same Snippets as your computer.
How do I edit or delete Quick Parts in Outlook?
In classic Outlook, open Insert, then Quick Parts, right-click an entry, and choose Organize and Delete to open the Building Blocks Organizer. In new Outlook, manage Quick Parts from Settings, then Mail, then Quick Parts, where you can rename or delete them. To change the text in either version, insert it, edit it, and save it again under the same name.
Does TextExpander work with Outlook?
Yes. TextExpander works in classic and new Outlook for Windows, Outlook for Mac, Outlook on the web with the Chrome extension, and Outlook on iPhone and iPad with the TextExpander keyboard. Snippets expand as you type in any message, and teams can share Snippet Groups so everyone uses the same approved wording, which Quick Parts can't do.
