Quick Parts, formerly known as Building Blocks and Auto Text, helps you copy and save repeated boilerplate text blocks that can be inserted into an email. You can create multiple response signatures for typical inquiries. The signature box can be used to include copy that is used for regular messages - a much faster option than saving text to a draft message or copying and pasting from a Word document. For messages that are sent repeatedly, the Signatures tool helps automate communication. Signatures have additional functionality. The top right section of the Signatures screen allows you to choose the email account to use and the default signature to use for new messages and replies or forwards. Signatures are listed alphabetically, so naming conventions are important, especially for employees managing emails for other people or corporate accounts. No matter which option you choose, you’ll reach a new screen where you can select an existing signature to edit, rename or delete, or create a new signature. To create a new one, click on the Signatures … selection at the bottom of the menu.Īnother way to access the Signatures functionality is to use the File menu, clicking on Options, then Mail then Signatures.
This will bring up any existing signatures already in your account. If you’re in a new message, go to the Message tab and click on the Signature button. To create, modify or delete signatures, there are several ways to proceed. You can use signatures to be more productive and create messaging that varies based on the email recipient or whether the email is for business or personal reasons.
Signatures are highly formattable and can contain graphics or photos to convey further messages.
Often these signatures are standardized throughout an organization or division, and often contain specific marketing or legal language. These signatures typically contain the following: In most cases, a default signature will be applied to all your outgoing messages. Preset signatures can help create various messages for different situations. The downside is that they are very basic and include no formatting options within the template itself.
The advantage of templates is that they are very easy to use, edit, update and delete. For frequent phrasing and responses, the templates option helps to accelerate your communication. Once you have your templates selected, you can add them to a new email or response quickly and edit them within the body of the message. For each template, you can give it a title and in the text box enter in any standardized response you choose, including copying and pasting from other documents. You can edit or remove these templates or create your own. This will bring up a new window with a section called My Templates, with a few common responses listed. On the ribbon, click on the View Templates button. You can start with templates by creating a new message or replying to one. Templates are a simple way to create automated messages. How Can I Use Templates to Automate Email Responses? Here’s a look at four of the most effective ways to automate your email responses. With Microsoft Outlook, you have multiple opportunities to automate your email responses. Managing email responses, especially if you are a busy executive looking to keep in touch with clients, colleagues, investors and partners.
Learn how to use four powerful tools to automate Microsoft Outlook email responses, including Automatic Replies, Quick Parts, Signatures and Templates
And for Mac users, look for the “AutoText” option on Word’s “Insert” menu.Automate Email Replies in Four Ways to Share Information Better It’s not really hard is it? It’s definitely easier than using a Word doc or dredging up an old email to use as a template!īonus: Microsoft Word does this too! Just go to “Insert” tab and you will see the “Quick Parts” icon there too. Click on your Part, and it’ll be inserted into your email.Select the “Insert” tab and click on the “Quick Parts” icon.Put your mouse in the place you want the text to appear.Repeat the steps above for any additional Parts you’d like to save. You can write the whole email at once or save separate sections of an email. Select “ Save Selection to the Quick Part Gallery.”.Select “ Insert” tab from the top menu and click on the “ Quick Parts” icon.Compose a new email and type your standard text.But it turns out that Outlook’s Quick Parts feature does the same thing a whole lot faster! Now I can create those standard-response emails in a fraction of the time it used to take. When writing formulaic emails, I used to copy and paste from a Word document I saved for that purpose.