Increase Your Productivity with Outlook Quick Parts
As the working world shifts toward digital communication, the number of emails we send and receive daily grows. These emails frequently contain similar information or requests. Wouldn’t having ready-made responses on hand be nice instead of drafting the same email repeatedly? In Microsoft Outlook, enter Quick Parts previously known as canned responses. This tool allows you to create and preserve email templates that you can use anytime you need them, saving you time and increasing your productivity. Let’s look at how to get the most out of this feature.
Creating a Pre-Scripted Response
Begin by creating a new email. Create the email content that will be used as a canned response. Once your message is complete, select the text, Navigate to ‘Insert’ > ‘Quick Parts’ > ‘Save Selection to Quick Part Gallery’. Give your template a name and hit the ‘Save’ button. Your templated response is now complete.
Using a Pre-Written Response
Go to ‘New Email’ > ‘Insert’ > ‘Quick Parts’ when you need to use your canned response. Choose ‘User Templates in File System’ from the ‘Look In’ drop-down option in the ‘Choose Form’ dialogue box. Select your canned response template and press the ‘Open’ button. A new message window will open with your stored email content.
Managing Your Pre-Written Responses
You are free to generate as many quick parts as you require. Consider naming your templates in a way that allows you to immediately identify the correct answer for better organisation. Remember that these templates are not set in stone. You can permanently alter them to make them more appropriate for specific situations or update the information.
Recommended Practices
While prepared responses can save you time, they should be cautiously utilised. Constantly tailor your email to the situation and receiver. A one-size-fits-all strategy may not be effective in all contexts and may appear indifferent or disinterested.
Last Thoughts
Outlook quick parts are valuable for streamlining your workflow, reducing repeated chores, and increasing productivity. They can also boost your communication efficiency without sacrificing the personal touch in your communications if used correctly.
