How to Modify or Delete Multiple Quick Parts and AutoText in Outlook?

Author Zhoumandy Last modified 2025-04-03

If we have a lot of Quick Parts entries and AutoText entries, when it comes to modifying multiple ones, we have to click the Quick Parts button to find one entry at a time, then revise it, and the cycle goes on and on. It is time-consuming. Moreover, we may also run into situations where we need to delete some outdated Quick Parts entries and AutoText entries. So how should we quickly modify or delete them? This tutorial will show you the methods to get the job done.

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Note: Here takes "Microsoft Outlook 365" as an instance, the steps and descriptions may have some differences in other Outlook versions.

Modify/Delete Multiple Quick Parts Entries and AutoText Entries

Modify/Delete Multiple Quick Parts Entries and AutoText Entries

To manage multiple Quick Parts Entries and AutoText Entries together, the Building Blocks Organizer feature in Outlook is the trick. Here, we need to modify and delete several Quick Parts Entries and AutoText Entries. Please do as follows.

1. In Outlook, go to the "Home" tab, click "New Email" to open the page of composing a new message.

2. Place the cursor in the body of the email, then click "Insert" > "Quick Parts". You can see the list of Quick Parts entries.

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3. Place the cursor on the "AutoText" option, and you will see the list of AutoText entries.

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4. Place the cursor on any of the entries above, then right-click the entry. Then click "Organize and Delete" in the right-click menu.

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5. The "Building Blocks Organizer" dialog pops up. You can see all the Quick Parts entries and AutoText entries are displayed in the "Building blocks" section. You can click the "Edit Properties" button to modify the properties of entries. You can click the "Delete" button to delete entries.

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6. To modify the properties of entries, click the "Edit Properties" button. The "Modify Building Block" dialog pops up. You can change the name, gallery, category, description, and inserting options of an entry. Here I added text in the "Description" box and changed the inserting option to "Insert content only".

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7. Click the "OK" button to save the change. A "Microsoft Outlook" alert message pops up, asking you whether to redefine the building block entry. Click Yes.

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8. Then it comes back to the "Building Blocks Organizer" page. We can continue to do more modifying in a fast way.

9. We can also delete the entries in the Building blocks. Click the entry no longer needed, then click the "Delete" button.

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10. A Microsoft Outlook alert message pops up, asking you whether to delete the selected building block entry. Click Yes.

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11. Once again, it comes back to the Building Blocks Organizer page. We can continue to do more deleting effectively.

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Notes:

Remember not to save the Quick Parts Entries in Plain Text format because we can't access the "Organize and Delete" option. Please see the screenshot below. Save the Quick Parts Entries in HTML or Rich Text format for future modifications.
The above method only allows modifying the properties of Quick Parts but cannot modify the content of Quick Parts. If you want to modify the content of Quick Parts, the methods in the following article can help you:
How to Rename and Edit Quick Parts Entries in Outlook?

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