New Outlook Quick Parts: Where reusable text lives in the new editor

If you compose many emails in Outlook, you likely type the same standard text repeatedly — a company disclaimer, a meeting confirmation template, or a set of instructions. In classic Outlook, the Quick Parts feature stored these reusable text blocks so you could insert them with a few clicks. In the new Outlook for Windows, the location and name of this feature have changed. This article explains where Quick Parts are now located in the new editor, how to create and insert them, and what limitations you should know before migrating your existing content.

What Quick Parts Does in the New Outlook Editor

Quick Parts is a feature in the new Outlook editor that lets you save frequently used text, images, tables, or formatting as reusable building blocks. Instead of retyping a standard response or copying from a separate document, you can insert the saved block directly into any email you compose. The feature is part of the broader Building Blocks Organizer, which also stores AutoText entries and headers.

Before you start using Quick Parts, you need the new Outlook for Windows app installed and an active Microsoft 365 subscription. The feature works in both new Outlook and Outlook on the web. It does not require any additional software or add-ins.

Steps to Create and Use Quick Parts in New Outlook

The process for creating and inserting Quick Parts in the new editor is similar to classic Outlook but uses a different ribbon location. Follow these steps to create your first reusable text block.

1. Open a new email message
   In the new Outlook for Windows, click New Mail on the ribbon or press Ctrl + N to open a blank message window.
2. Type or paste the text you want to save
   Write the content you want to reuse, including any formatting, images, or tables. For example, a standard meeting agenda or a product description.
3. Select the content
   Highlight the text and any other elements you want to include in the Quick Part. Make sure the selection is complete.
4. Save the selection to Quick Parts
   Right-click the selected content and choose Save Selection to Quick Parts Gallery from the context menu. Alternatively, go to the Insert tab on the ribbon, click Quick Parts, and select Save Selection to Quick Parts Gallery.
5. Name your Quick Part
   In the Create New Building Block dialog, type a name for your Quick Part in the Name field. The Gallery should show Quick Parts. Keep the default Category as General or create a new category. Click OK to save.
6. Insert the Quick Part in any email
   In any new email, place the cursor where you want the text. Go to the Insert tab > Quick Parts and click the name of your saved block. You can also right-click in the email body and choose Quick Parts from the context menu.

Managing Quick Parts with the Building Blocks Organizer

To edit, rename, or delete multiple Quick Parts, use the Building Blocks Organizer. Go to Insert > Quick Parts > Building Blocks Organizer. In the list, click any Quick Part to see a preview on the right. To edit properties, click Edit Properties and change the name, category, or description. To delete, select the entry and click Delete. You can also use the Insert button to place the selected block into your email.

Using Shortcuts for Faster Insertion

After you save a Quick Part, you can insert it by typing its name directly in the email body and pressing F3. For example, if you named your block “disclaimer”, type “disclaimer” in the email and press F3. The editor replaces the text with the full saved content. This shortcut works only if the name is unique and matches exactly.

Common Quick Parts Issues and Limitations in New Outlook

Quick Parts Not Appearing in New Outlook

If you saved Quick Parts in classic Outlook, they do not automatically appear in the new Outlook. The new editor uses a different storage location. To transfer Quick Parts, open classic Outlook, go to Insert > Quick Parts > Building Blocks Organizer, and export the entries to a template file. Then import that template into new Outlook. Microsoft does not provide a direct migration tool for this.

Quick Parts Missing After an Update

After a new Outlook update, your saved Quick Parts may temporarily disappear. This happens because the editor refreshes its building block cache. To restore them, close Outlook completely, restart the app, and check the Quick Parts gallery again. If they remain missing, re-create the blocks using the steps above.

Cannot Save Images or Tables in Quick Parts

The new Outlook editor supports saving images and tables as part of a Quick Part block. If the save option is grayed out, ensure you have selected the entire element, including the surrounding text. For images, right-click the image and choose Save Selection to Quick Parts Gallery. If the issue persists, copy the image and text together, paste them into a blank email, and then save the selection.

Quick Parts Insertion Inserts Plain Text Instead of Formatted Content

This happens when the destination email is set to plain text format. Quick Parts preserve formatting only in HTML or Rich Text emails. Change the email format by going to Options > Format Text and selecting HTML or Rich Text before inserting the block.

Item	Quick Parts in New Outlook	Quick Parts in Classic Outlook
Ribbon location	Insert > Quick Parts	Insert > Quick Parts
Storage location	Cloud-based, tied to Microsoft 365 profile	Local NormalEmail.dotm template file
Cross-device sync	Yes, across new Outlook and Outlook on the web	No, stored locally on each machine
Transfer from classic	Requires manual export/import	Not applicable
Keyboard shortcut	Type name + F3	Type name + F3
Supports images and tables	Yes	Yes

Quick Parts in the new Outlook editor are a practical way to store and insert reusable email content. You can create blocks from any text, image, or table and insert them using the ribbon, right-click menu, or the F3 shortcut. Remember that Quick Parts from classic Outlook do not transfer automatically, and you must manually recreate or import them. For users who send many repetitive emails, this feature saves time and reduces typing errors.

To get the most out of Quick Parts, organize your blocks into categories using the Building Blocks Organizer. Consider creating a category for each type of response, such as “Sales” or “Support”. This makes it easier to find the right block when composing under time pressure. If you need more advanced templates, explore the Insert > Templates feature, which allows you to create full email templates with placeholders.