Automate legal emails with Microsoft's Quick Parts

Automate legal emails with Microsoft's Quick Parts

Matt Blowes August 24, 2016 How To, Legal

Microsoft Quick Parts are an useful tool that can speed up and automate drafting across the Microsoft Office suite. Many of us have used this feature in Microsoft Word to insert document properties such as page numbers or to insert paragraphs just by hitting Enter after a few key strokes using the AutoText feature.

What you may not know, is that the Quick Parts tools are also available in Outlook to help ease the email burden.

For solicitors, this can be particularly helpful for correspondence and drafting documents. In a few clicks, templates for entire emails or just frequently used paragraphs can be added.

Best of all, you can be up and running in moments. It's just a matter of writing the content you wish to save and automate.

How to use Quick Parts in Microsoft Outlook

1. Draft your content

Write up a draft of your content. It could be an email greeting, sign-off, standard contact details or something more detailed. What you wish to automate is up to you. Images, tables, links, text - they can all be saved as an automated Quick Part.
To save time, consider trying out this feature after you have written an email that you were already going to send.

2. Select the content

3. Open the save Quick Part menu

In the Office Ribbon  (the horizontal menu running along the top of Office programs), click the Insert tab > Quick Parts drop-down menu > Save Selection to Quick Part Gallery

outlook-quick-parts

4. Save the Quick Part

A dialogue box will open with a number of options to save the Quick Part.

outlook-quick-parts-2

Create a unique name to remember the part's content at a glance. Do not change the gallery or Save in fields.
Optional: If the Quick Part will be one of many variations on a theme, you're able to create a new category. Fill the description for your own reference. Select one of the Options you prefer.

Click OK to complete.

5. You're ready to go!

To insert your Quick Part, simply go back to the Quick Parts drop-down menu and click the selection of your choice.

Quick Parts work similarly in other Office programs like Word.

Automate even faster

Text can also be added without having to stop typing. Using the AutoText feature, saved Quick Parts can be inserted by typing the first four letters of a phrase.

To do this, follow the same steps as above except for Step 4. Change the Gallery to AutoText.

Now whenever you begin typing the start of the AutoText content you will be given the option to insert it by simply clicking Enter. This works the same way Office inserts the date after you start typing it in.

Need help?

If you run into any trouble, are looking at upgrading your version of Office or Windows, or have any other issues, please feel free to contact the Sentrian Service Desk.

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