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How to edit quick parts (AutoText) in Outlook?

Quick parts and AutoText will save your time when you need to frequently enter same block entry in different email messages in Microsoft Outlook. Sometimes, you may need to edit the quick parts or AutoText, as results of spelling mistakes, updating information, formatting, and more. In this article, we will show you two methods about how to edit quick parts or AutoText in Microsoft Outlook easily.

Edit AutoText (quick parts) with AutoText feature in Outlook

Edit AutoText (quick parts) with Kutools for Outlook

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arrow blue right bubbleEdit AutoText (quick parts) with AutoText feature in Outlook

This method will guide you to edit and redefine an existing AutoText in Microsoft Outlook with its AutoText feature. Please do as following:
Step 1: Create a new email message:

  1. In Outlook 2010 and 2013, please click the New Email button on the Home tab;
  2. In Outlook 2007, please click the File > New > Mail Message.

Step 2: In the Message window, click the Insert > Quick Parts > AutoText, and then click the AutoText name that you will edit later.

In our case, we select the AutoText of Kutools for Outlook. See screen shot above.

Notes:

(1) You need to put your cursor in the message body to activate the Quick Parts feature in the Ribbon.
(2) In Outlook 2007, please click the Insert > Quick Parts, and then click to the AutoText name.

Step 3: Then the AutoText is added into your message. Edit the block entry in your message based on your needs.

Step 4: Select the block entry, and then:

  1. In Outlook 2007, please click the Insert > Quick Parts > Save Selection to Quick Part Gallery.
  2. In Outlook 2010 and 2013, please click the Insert > Quick Parts > AutoText > Save Selection to AutoText Gallery. See screen shot:

Step 5: In the Create New Building Block dialog box, enter the original name of editing AutoText into the Name: Box, and then click the OK button.
In our case, we enter the original name of Kutools for Outlook in the Name: box. See screen shot:

Step 6: In the popping up warning dialog box, just click the Yes button.

Up to now, you have edited and redefined the existing AutoText in Microsoft Outlook, and you can view the edited AutoText with clicking the Insert > Quick Parts > AutoText (or Insert > Quick Parts in Outlook 2007) in Message window.


arrow blue right bubbleEdit AutoText (quick parts) with Kutools for Outlook

The second method is similar as the first one we introduced. However, Kutools for Outlook’s Auto Text utility can help you edit and redefine an existing AutoText much more visually and easier.

Kutools for Outlook is a useful add-in with dozens of handy tools, which makes you work much easier, faster, and efficiently in Microsoft Outlook.

Step 1: Create a new email message with clicking the New Email button on the Home tab in Outlook 2010 and 2013.

Step 2: In the Auto Text pane in the right, see screen shot:

  1. Firstly, click to select the category name that the AutoText you will edit belongs to;
  2. Then double click the AutoText name to insert it into your message. In our case, we double click the Kutools for Outlook.

Note: By default, the Auto Text pane shows in the far right of Message window. If the Auto Text pane disappears, please click the Kutools > Pane to activate it.

Step 3: In the message body, edit the block entry.

Step 4: Select the edited block entry, click the Add button at the top of Auto Text pane. See screen shot:

Step 5: In the popping up Auto Text dialog box, enter the original name of edited AutoText in the Name: box, and then click the OK button.
In our case, we enter the Kutools for Outlook in the Name: box. See screen shot:

Then the AutoText is edited and redefined in Outlook as soon as possible.

Note: The AutoText you add /edit/remove in the Auto Text Pane, will synchronously add /edit/remove into Microsoft Outlook’s AutoText gallery (Insert > Quick Parts > AutoText in Message window), and vice versa.

 

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  • To post as a guest, your comment is unpublished.
    darylanne.e@gmail.co · 3 months ago
    this was useless. It still doesn't automatically fill in the autotext when I start typing it
  • To post as a guest, your comment is unpublished.
    Z GS · 3 years ago
    Thank you for this explanation. It has helped me understand autotext and how to use it.
  • To post as a guest, your comment is unpublished.
    Phiuck Yiu · 3 years ago
    THANK YOU SO MUCH! (what else do I need to stick here? I'm just trying to express my gratitude, I don't wanna type a longer message!)