Tip of the week # 605
18 May 2020


Create and modify Quick Parts to insert frequently used text, tables or pictures (Word and Outlook) *

The other day I had to change the text of one of my "Quick Parts" and realised it wasn't as intuitive as you might think. So here's a tip, giving me the opportunity to remind all of you of this underutilised feature to create reusable bits of preformatted text or pictures and logos you frequently use in Word or Outlook.

Here's how:

  1. If necessary, remind yourself of the name you gave the Quick Party entry or temporarily add the old text. (On the Insert tab, in the Text group, click Quick Parts. Or perhaps you stuck the Quick Parts button on your Quick Access Toolbar as suggested in tip 335? See "Related tips" at the bottom of this page.)
  2. Modify and select the text or picture.
  3. On the Insert tab, in the Text group, click Quick Parts, click Save Selection to Quick Part Gallery.
  4. Enter the same name to identify the entry, which can also be used for shortcut purposes.
  5. Press ENTER or click OK.
  6. Press ENTER or click Yes.

In future simply type the name of the Quick Part and press F3. If you prefer or cannot remember what you called the Quick Part, click on the Quick Parts button on the Insert tab - or (hopefully by now) from your Quick Access Toolbar.

NOTE: When you have added or modified building blocks and you close down Microsoft Word or Outlook you will be asked whether or not you want to save them for future use. Unless you want to follow the steps described above again, click on Save.

Related tips

  1. Save and insert frequently used tables - tip_597.php
  2. Create, store and insert frequently used text and graphics - tip_486.php

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* Unless stated otherwise, these tips were written for Microsoft Office 2010.