Sending Repeat Messages in Outlook

Many of us send out messages repeatedly which always involve the same text over and over again. For example, when I want to thank someone for their order and to inform them about the shipping detail, I store the text of those messages as Quick Parts in order to save time.

In order to add text as Quick Parts, we must type in the text that we want to appear in the body of the e-mail and once finished, we select it. Then we select the Insert tab and from the area of the ribbon named Text we select the Quick Parts button as we can see in the image below.


From the drop down menu of the Quick Parts button we select the command Save Selection To Quick Part Gallery. Once selected the Create New Building Block dialog box appears in order for us to do the adjustments that we want. In my example I only have typed in the name of my Quick Part. When we are finished with all the settings we press the OK button.


Now the next time we want to use the text that we had stored as a Quick Part we just follow the steps:

Create a new message and activate the body of the message. Then we select the Insert tab and from the area of the ribbon named Text we select the Quick Part button and from the drop down menu we select the Quick Part named Order Confirmation (for my example) and the text is inserted in the body of the message.


Our message is ready to be sent, as long as we have inserted a recipient’s address and a subject for our message.

In order for us to edit the properties of the Quick Part or to delete it we must to a right click on the Quick Part and from the shortcut menu that appears we select the command that we want.

Once the shortcut menu appears we can do the following:

  • Insert at Current Document Position
  • Insert at Beginning of Document
  • Insert at End of Document
  • Edit Properties
  • Organize and Delete
  • Add Gallery to Quick Access Toolbar


In the image below I have selected the command Organize and Delete where the Building Blocks Organizer window appears. In this window we can see a preview of our Quick Part at the right and at the bottom of the window we can Edit Properties, Delete or Insert the Quick Part.


Quick Parts are also available in Word and they are at the same exact location as in Outlook. Tab Insert, area of the ribbon named Text, where we select the Quick Parts command.

About Smart Office - philippospan

MVP: Honored with the MVP (Most Valuable Professional) for OFFICE SYSTEM title for the years 2011, 2012, 2013, 2014 and 2015 by Microsoft, for my contribution and commitment to the technical communities worldwide. Microsoft Master Specialist: This certification provides skill-verification tools that not only help assess a person's skills in using Microsoft Office programs but also the ability to quickly complete on-the-job tasks across multiple programs in the Microsoft Office system

Posted on February 8, 2012, in Microsoft Office 2010 English, Outlook 2010 English and tagged , , , , , . Bookmark the permalink. 3 Comments.

  1. Eleftheria Theologou

    Very interesting option i did not know about and will help me. But do you know why it is greyed out as an option?

    • If I understood your question correctly, it is greyed out as an option because you have to activate the body of the message in order for it to be activated. If you don’t click on the body of the message most of the other functions also are not available.

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