Outlook Quick Parts examples you can use anywhere
Quick Parts are classic Outlook's way of saving a block of text you paste often, from the Insert tab. The best uses are reference blocks that rarely change: payment details, directions, opening hours. New Outlook and Outlook on the web have their own Quick Parts now, but your classic ones don't carry over, and no version can fill in an invoice number or a due date. This template is the most common one, a payment details block, with the invoice number and due date filled in for you, and two more blocks as variants.
;ol-parts;ol-parts in any app.Variations
The same message for a different channel or tone. Copy the one that fits.
For visitors, candidates and anyone coming in for a meeting.
For the bottom of replies to customers who need to know who to call and when.
When to use it
- You paste the same reference block into emails several times a week.
- You've moved to new Outlook or Outlook on the web and your classic Quick Parts didn't come with you.
- You need the same block in Outlook, Teams and an invoicing tool.
What to avoid
- Don't leave the square-bracket lines as they are. Replace them once with your real details after installing.
- Don't share bank details in a team pack unless everyone on it should be sending them.
- Avoid pasting payment details into a reply to an email asking you to change bank details. That's a classic fraud pattern; call the person.
The fields in this template
Retext fills these in when the snippet expands. In plain text they become [brackets] to replace by hand.
- Invoice number
{fill:Invoice number} - Retext asks for it once each time and uses it twice: in the heading and as the payment reference.
- Date in 30 days
{date+30} - Inserts the date 30 days from today, worked out when the snippet expands. Useful for deadlines and return dates.
- Host name
{fill:Host name} - The person the visitor is meeting.
Tips
- •After you add this to Retext, edit the snippet once to replace the bracketed lines. Only the invoice number and due date change each time.
- •Change {date+30} to match your payment terms, for example {date+14}.
- •Retext can import your existing text from TextExpander, Espanso, Raycast, Alfred or macOS text replacements; for Quick Parts, paste each block into a new snippet once.
Works in Outlook, Microsoft Teams and every other app
Retext types the snippet wherever your cursor is. To use a different version in one app, give it the same trigger and limit it to that app with per-app snippets. They go by app, not website, so every tab in your browser counts as one app.
Questions
What are Quick Parts in Outlook?
Quick Parts are saved blocks of text. In classic Outlook for Windows, select some text in an email, go to Insert, Quick Parts, Save Selection to Quick Part Gallery, and insert it again from the same menu. New Outlook and Outlook on the web have a simpler version of their own.
Where are Quick Parts in new Outlook?
Recent versions of new Outlook and Outlook on the web have Quick Parts under the Insert tab, plus My Templates in the Apps menu. Your classic Quick Parts don't move across, so you'll need to recreate them.
Can Quick Parts include a date or invoice number that changes?
No, they insert fixed text. A Retext snippet can ask for the invoice number and calculate the due date each time it expands.
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Type ;ol-parts, get the whole reply
Retext expands your snippets in every Mac app and fills in names, dates and order numbers for you.
Free to start. No account required on the Mac.