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

When composing emails, you may find yourself often typing certain phrases repeatedly. With the Quick Parts feature, you can quickly compose email without retyping certain phrases over and over again. Kutools for Outlook’s Auto Text Pane enhances this feature with listing all quick parts (autotext) and quick part categories in a built pane, and enables you to reuse any quick part or autotext by only one clicking.

Quickly create a selection as AutoText (quick part)

Delete existing AutoText (quick parts)

Quickly insert AutoText (quick parts) into message body

Delete a category of AutoText

Move Auto Text pane

Adjust the size of Auto Text pane

Import and export AutoText (quick parts)


Click the Kutools > Pane in the Message window. See screenshot:

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shot autotext 1

An Auto Text pane will come out at the right side as soon as you click the Pane button in the Ribbon in a message window. See screen shot:


Quickly create a selection as AutoText (quick part)

1. Select the content that you will save as AutoText in the message body.

2. Click the button at the top of Auto Text pane.

3. In the popping up New AutoText dialog box,

(1) Enter a name for the new AutoText in the Name: box;

(2) Click the Category: box, and specify a category for 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.


Delete existing AutoText (quick parts)

1. In the Auto Text pane, firstly click to select the category that the AutoText you will delete belongs to, and then click to select the AutoText to display the drop-down icon as below screenshot shown.

2. Click Delete from the drop-down list or directly right click to display the context menu. See screenshot:

3. In the popping up Kutools for Outlook dialog box, just click the OK button to delete the record.

Note: You can delete all AutoText Entries at the same time by clicking the Delete All in the drop-down list or right-click menu. And rename the AutoText entry as you need with the Rename function in the drop-down list in the right-click menu. See screenshot:


Quickly insert AutoText (quick parts) into message body

1. Place the cursor in the message body where you will insert AutoText.

2. 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.

Notes:

You can insert the AutoText entry as Rich Text, Plain Text or Picture as you need by selecting any one of them in the Drop-down list or the right-click menu of the AuoText entry. See screenshot:

2. You can also insert an AutoText with double clicking it in the Auto Text pane.


Move Auto Text pane

1. In the Auto Text pane, click the arrow beside the Close button, and then click the Move from the drop down list. See screen shot:

2. Then the cursor becomes a cross, and you can move the Auto Text pane to anywhere in the current message window.


Adjust the size of Auto Text pane

1. In the Auto Text pane, click the arrow beside the Close button, and then click the Size from the drop down list.

2. Then the cursor becomes or , you can drag the cursor to adjust the size of Auto Text pane easily.


Delete a category of Auto Text

1. Click to select the category that you will delete in the Auto Text Pane.

2. Click the button at the end of the selected Category.

3. In the Popping up Kutools for Outlook dialog box, click the OK button.

Note: It is optional to show floating preview of AutoText entry, show preview in AutoText list as well as show icons before AutoText entries as below screenshot shown.


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

Tip: In this Video, Kutools tab is added by Kutools for Outlook. If you need it, please click here to have a 60-day free trial without limitation!


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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:
https://download.extendoffice.com/downloads/Kutools-for-Outlook/Beta/OutlookKutoolsSetup.exe

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

Amanda
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?
This comment was minimized by the moderator on the site
Brilliant❗
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