That was a question I asked our HR Manager, in a recent meeting.
The response?
Tell me, does this sound familiar to you?
If not, the chances are you’ll have someone in your organisation who is regularly dipping into their sent items in search of a well-versed paragraph to copy and paste.
We’ve all done it. Maybe it’s directions to your office, responses to your job advertisement, a simple thank you or even a post-networking event follow-up message.
But what if you didn’t have to waste time scrolling, searching and looking at your calendar to work out when you last sent “that email”?
What if you could instantly access a gallery of your regular email messages with a couple of swift clicks?
Well, you can.
Microsoft Outlook allows you to create a library of email templates and reusable text blocks that you can use to easily craft a perfect email, without having to waste time hunting around in your sent items.
And as your friendly neighbourhood IT support experts, we'll show you precisely how you can do it.
And that’s it. You just learned how to create templates in Outlook that you can reuse in an instant. And here’s how:
Pretty simple right?
So, the next time you need to fire off another one of “those emails”, you’ll have an Outlook email template at your fingertips ready for whenever you need it.
But what if you want to quickly and simply insert a piece of content into your current email without having to use a template or dig around for a version that you can copy? (Think: directions to your office, helpful web links, FAQ's, or your opening hours)
Well, with a reusable block of text called a ‘Quick Part’, you can.
Think of Quick Parts as a preassembled block of content that you can quickly and easily insert into your email. Better yet, ‘Quick Parts’ aren’t limited to just text. They can include images and tables too. And will even keep the formatting in place. Read on to learn more.
And you’re all set. So, the next time you are composing an email and need to insert a piece of content, here's how to do it.
Email Templates and Quick Parts in Outlook are relatively un-tapped features, but when incorporated into your day-to-day, they will help you to spend less time digging into your sent items and more time getting stuff done – especially if you’re sending similar messages on a daily basis.
If you need further help with Outlook or any of the Microsoft 365 productivity tools, your friendly neighbourhood IT support guys are willing to help.
How are you using Outlook Email Templates and Quick Parts to save time? I’d be interested to find out in the comments below.