Click inside the body of your message first: Quick Parts only works there. In classic Outlook, pop out a reply into its own window, because the Insert menu isn’t shown otherwise. In new Outlook and Outlook on the web, use Insert > Quick Parts, and manage your entries in Settings > Mail > Quick Parts, where they are listed by account.
Published by LazyBoard, with AI-assisted drafting. Steps checked against Microsoft Support’s Quick Parts guides on October 31, 2026. Menu names can differ slightly between Outlook versions and updates.
Quick Parts stores reusable pieces of an email, such as directions, a standard answer, or a signature block, so you can insert them instead of retyping. AutoText is one gallery inside Quick Parts in classic Outlook. The feature exists in classic Outlook, new Outlook for Windows, and Outlook on the web, but each one puts it in a slightly different place.
1. Check which Outlook you have
Classic Outlook (part of Microsoft 365, Outlook 2024, 2021, 2019, or 2016), new Outlook for Windows, and Outlook on the web all have Quick Parts, with different steps. If you’re not sure which one is open, Microsoft explains how to tell which version of Outlook you have.
2. Click inside the message body
Microsoft notes that Quick Parts only works in the message area of the draft, not in the To, Cc, or Subject lines. Click into the body where you want the text, then open Insert > Quick Parts.
3. Pop out the reply in classic Outlook
In classic Outlook, Microsoft’s guide says a reply or new email must be popped out into its own window to see the Insert menu. Click Pop Out at the top of the reply, click into the message area, then choose Insert > Quick Parts.
4. Find your saved entries
- Classic Outlook: Insert > Quick Parts shows the Quick Part Gallery. Entries saved as AutoText are under Insert > Quick Parts > AutoText. To see everything, right-click in the gallery and choose Organize and Delete, then click Name to sort.
- New Outlook and Outlook on the web: Insert > Quick Parts lists your entries. To view and manage them, open Settings > Mail > Quick Parts. Entries are listed by account, so if you use several accounts, check that you are writing from the one where you saved them.
5. Save the entry again
If an entry is missing or out of date, save it again:
- Classic Outlook: select the text in the message, then choose Insert > Quick Parts > Save Selection to Quick Part Gallery. For AutoText, choose Insert > Quick Parts > AutoText > Save Selection to AutoText Gallery. To replace an entry, save it with the same name, category, and gallery, and confirm that you want to redefine it.
- New Outlook and Outlook on the web: select the content in a new email or reply, then choose Insert > Quick Parts > Save selection to Quick Parts.
If you moved from classic Outlook to new Outlook and your entries don’t appear, save the ones you use most again from a draft in new Outlook.
6. Use one library outside Outlook
Quick Parts only works inside Outlook (and Word in classic Office). If you send the same answers from a help desk, a chat tool, or a web form, a text expander keeps one library for all of them. LazyBoard for Windows and Mac insert a saved reply when you type a short shortcut, or let you search your library with Ctrl Shift Space (⌘ Shift Space on Mac). The Chrome extension covers websites such as Outlook on the web.
Test it in Outlook with one reply before you move your library. Some apps and editors restrict insertion; when that happens, choose Copy in the snippet picker and paste. Saved replies can include fill-in fields for names and dates.
See LazyBoard for Windows, Mac and Chrome
Common questions
Why can’t I see Quick Parts in Outlook?
Click inside the message body first, because Quick Parts only works there. In classic Outlook, pop the reply out into its own window to see the Insert menu. In new Outlook and Outlook on the web, look under Insert > Quick Parts.
Does new Outlook have Quick Parts?
Yes. In new Outlook for Windows, select text in a draft and choose Insert > Quick Parts > Save selection to Quick Parts, and insert entries from Insert > Quick Parts. Manage them in Settings > Mail > Quick Parts.
What is the difference between Quick Parts and AutoText?
AutoText is a type of Quick Part in classic Outlook and Word. It has its own gallery under Insert > Quick Parts > AutoText, while other entries go in the Quick Part Gallery.
Can I use Quick Parts in Outlook on the web?
Yes. Open a new email or reply, click into the message area, and choose Insert > Quick Parts. Manage your entries in Settings > Mail > Quick Parts.