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Quickly create, delete, and reuse quick parts (autotext) in Outlook

Author: Kelly Last Modified: 2024-06-24

When composing emails, you might frequently type certain phrases repeatedly. The Quick Parts feature allows you to quickly insert these phrases without retyping them each time. Kutools for Outlook’s AutoText Pane enhances this feature by listing all Quick Parts (AutoText) and Quick Part categories in a built-in pane. This enables you to reuse any Quick Part or AutoText with just one click, making your email composition more efficient and streamlined.

Kutools for Outlook which provides over 100 functions in Outlook to boost communication efficiency and secure your information. Among them, over 70 features are permanently free to use. First, you should download and install Kutools for Outlook.

Click Kutools > Resource to open the Kutools Pane. AutoText pane is displayed at the right side of the Outlook Window. See screenshot:

The Resource pane in Outlook supports both the reading pane and pop-up windows for new messages, replies, and forwards. When you click the Resource button, all four types are enabled by default. Additionally, you can choose where you want the Resource pane to appear automatically. To do this, click Kutools > Resource drop-down list, and then select the desired pane or window for the Resource pane to appear.

Advantages of Kutools’AutoText Pane

Intuitive User Interface 🖥️

Kutools features a more user-friendly interface design, allowing users to easily locate and utilize the required text snippets. The interface is intuitive and easy to operate, making the process of composing emails more efficient.

Powerful Management Functions ⚙️

Kutools offers a richer set of management options, enabling users to quickly delete, rename, and categorize text snippets. Users can batch manage these snippets, significantly improving management efficiency and convenience.

Diverse Content Insertion 🖼️

In addition to text, Kutools supports the insertion of various formats such as images, tables, and charts, making email content richer and more professional. This feature allows users to create more diverse and visually appealing emails.

Import and Export Functions 🔄

Kutools allows users to import and export AutoText snippets. This feature enables users to back up their text snippets or migrate them between different devices and versions of Outlook, providing greater flexibility and data security.

Quickly create and insert a selection as AutoText (quick part)

  1. Select the content that you will save as AutoText in the message body. And then click button, see screenshot:
  2. In the New AutoText dialog box:
    • (1) Enter a name for the new AutoText in the Name box;
    • (2) Then, specify a category for locating the new AutoText from the drop-down list. You can directly create a new category by clicking New Category button and then adding your category name.
    • (3) Click the Add button.
  3. The auto text has been created at once. You can preview it the AutoText pane. See screenshot:
  4. To insert the AutoText to any message you need, just click the message body where you want to insert.
  5. In the Auto Text pane, firstly click to select the category that the AutoText you will insert belongs to, and then click the AutoText entry to directly insert to the email.

You can insert the AutoText entry as Rich Text, Plain Text, or a Picture by selecting your preferred option from the drop-down list of the AutoText entry.

Delete or rename the category or auto text

To delete or rename the category:

Select the category item that you want to delete, click the drop down in the category list box, select Delete Category or Rename Category you need.

To delete or rename the AutoText record:

Put the cursor on the AutoText item that you want to delete or rename, click the icon. Then, choose Rename or Delete option you need.

If you want delete all AutoText entries under a Category, click drop down in the AutoText list box, and choose Clear All.

Export and import auto text (quick part)

With Kutools for Outlook’s AutoText pane utility, you can easily import and export all quick parts in Microsoft Outlook with several clicks.

Export Auto Text entries:

Click the drop down in the category list box, and choose Export Autotext, in the Export AutoText dialog box, click the button to select a destination folder to save the exported file. Then, click OK.

Import Auto Text entries:

Click the drop down in the category list box, and choose Import Autotext, in the Import AutoText dialog box, click the button to select the file that you want to import. Then, click OK.

Move or adjust Auto Text pane

If you want to move the Auto Text pane to another place or adjust the Auto Text pane, click the arrow beside the Close button, and then click Move or Resize from the drop-down list.

  • If you click Move option, the cursor becomes a cross , and you can move the Auto Text pane to anywhere in the current message window.
  • If you click Resize option, the cursor becomes , you can drag the cursor to adjust the size of Auto Text pane easily.

Other useful options

In the Category list box:

 Refresh: Click this Refresh button to sync the AutoText entries in Outlook with the Kutools AutoText pane.

In the AutoText list box:

 Enable Floating Preview: Click this button to show or hide the floating preview of AutoText entries.

 Enable List Pane Preview: Click this button to show or hide the pane preview of AutoText entries

Increase Font Size / Decrease Font Size: These two options to allow to increase or decrease the font of the autotext entries as you need.

Demo: create, reuse, and delete quick parts (autotext) in Outlook

Discover the Kutools / Kutools Plus tab in this video, added by Kutools for Outlook. Now, most features, including AI functionalities, are free! Pro features come with a 30-day trial without limitations!

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Comments (4)
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This comment was minimized by the moderator on the site
Have you come up with a way to speed up changing, adding, or deleting an autosave? i have a long list of about 320 items, and it takes from 30 seconds to 2 minutes every time I try to change, add, or remove an autosave. And if I have more than 6-7 emails open, it will not open the pane. Also most times after the list is finally shown in the pane (after change, adding, or deleting an autosave), the upper left corner of my screen shows: Untitled - Message (HTML) (Not Responding)

and I am locked out for maybe another 30 - 60 seconds before that clears and I can work again.

Is there an upgrade version available for additional cost?
This comment was minimized by the moderator on the site
Hi there,

Please try using the beta version of the software and check if the problem still persists:

Please let us know if the problem occurs in the beta version or if it has been resolved. Your feedback is greatly appreciated.

This comment was minimized by the moderator on the site
Would be nice to be able to use / add placeholders (first name, last name etc) in autotext. Any plans for that?
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