What Quick Parts are and where to find them

Quick Parts are blocks of text, images, or formatted content that you save in Outlook and reuse in emails without retyping them. They work like templates for phrases you send repeatedly — a signature block, a standard greeting, a disclaimer, contact information, or an entire email response. Instead of typing the same thing each time, you insert the Quick Part with a few clicks.

Quick Parts live in Outlook's Insert menu. When you open a new email, you go to Insert, then Quick Parts (or Building Blocks, depending on your Outlook version), and select the one you want. The saved text or content appears in your message exactly as you stored it.

Editing a Quick Part means changing what that saved block contains — updating a phone number, rewording a phrase, adding new formatting, or removing it entirely. You do this from the Quick Parts gallery itself, not from an email where you've already inserted it.

Key Takeaways

  • Quick Parts are reusable blocks of text or content stored in Outlook that you insert into emails to avoid retyping the same phrases.
  • You access and edit Quick Parts through the Insert menu, then the Quick Parts or Building Blocks option, depending on your Outlook version.
  • Editing a Quick Part updates it everywhere you use it, so changes take effect the next time you insert that block into a new email.
  • You can delete, rename, or modify the content of any Quick Part you've created, and Outlook's built-in Quick Parts cannot be edited but can be hidden.

How to edit an existing Quick Part in Outlook desktop

Open Outlook and start a new email by pressing Ctrl+N or clicking New Email. Go to the Insert tab at the top of the ribbon. In the ribbon, find the Quick Parts button — it may be labeled "Quick Parts" or "Building Blocks" depending on your Outlook version (2016, 2019, 2021, or Microsoft 365).

Click the dropdown arrow next to Quick Parts. A gallery opens showing all your saved Quick Parts. Right-click on the one you want to edit. A context menu appears with options including Edit Properties. Click Edit Properties.

A dialog box opens showing the Quick Part's current name, content, and settings. Edit the text in the content field — change wording, add or remove lines, update formatting. You can also change the name of the Quick Part itself in the Name field if you want to call it something different. When you're done, click Save and then OK. The changes take effect when ready.

The next time you insert that Quick Part into an email, it will contain the updated text and formatting.

How to edit Quick Parts in Outlook on the web

Outlook on the web (Outlook.com or your organization's web version) does not have a Quick Parts feature in the same way the desktop version does. However, you can create and use signatures, which function similarly for email closings.

To edit a signature in Outlook on the web, click the Settings gear icon in the top right corner. Select View all Outlook settings. Go to Mail, then Signatures. You'll see any signatures you've created. Click in the signature text box to edit it directly — change the wording, add or remove lines, or adjust formatting. Click Save when you're done.

Signatures in Outlook on the web are primarily used as automatic closings, not as mid-email insertions like Quick Parts. If you need full Quick Parts functionality, you'll need to use Outlook desktop.

Creating a new Quick Part if you don't have one yet

If you want to create a Quick Part from scratch rather than edit an existing one, start a new email and type or paste the content you want to save. Format it the way you want it to appear each time you use it — bold text, line breaks, colors, whatever you need.

Select all the text or content you've created (Ctrl+A). Go to Insert, then Quick Parts, then click Save Selection to Quick Parts (or Save Selection to Building Blocks). A dialog box opens asking you to name the Quick Part. Give it a clear, short name — something like "Standard Closing" or "Meeting Request Template." You can add a description if you want to remember what it's for. Click OK.

The Quick Part is now saved and ready to insert into any email. You can edit it later using the same Edit Properties method described above.

Renaming or deleting a Quick Part

To rename a Quick Part, open a new email and go to Insert, then Quick Parts. Right-click the Quick Part you want to rename and select Edit Properties. In the Name field, type the new name. Click Save and then OK.

To delete a Quick Part entirely, follow the same steps — Insert, Quick Parts, right-click the one you want to remove, and select Delete. Outlook will ask you to confirm. Click Yes. The Quick Part is removed from your gallery and cannot be inserted into new emails anymore. This does not affect emails where you've already inserted it in the past.

If you delete a Quick Part by mistake, you cannot undo it through the normal Undo command. You'll need to recreate it by saving the content again.

Troubleshooting: Quick Parts that won't edit or save

If you try to edit a Quick Part and the Edit Properties option is grayed out, you're likely looking at one of Outlook's built-in Quick Parts. Microsoft's default Quick Parts (like certain headers or footers) cannot be edited directly. You can delete them from your gallery or create a new Quick Part with similar content instead.

If your changes don't seem to save, make sure you clicked Save in the Edit Properties dialog, not just closed the window. Also check that you're editing the correct Quick Part — if you have multiple with similar names, it's straightforward to edit the wrong one by mistake.

If Quick Parts aren't showing up in your Insert menu at all, your version of Outlook may not support them, or they may be hidden. In Outlook 2016 and earlier, they're sometimes called Building Blocks instead. Look for that label in the Insert menu. If you still can't find them, you may be using Outlook on the web, which uses signatures instead.

When to use Quick Parts versus other Outlook features

Quick Parts work best for content you use in the body of emails — standard paragraphs, templates, disclaimers, or formatted blocks of information. Signatures are better for automatic closings that appear on every email you send. Templates are better if you need to save an entire email structure with subject line, recipients, and formatting all together.

If you find yourself typing the same phrase more than twice a week, it's worth saving as a Quick Part. If it's something that should appear automatically on every email, use a signature instead. Quick Parts give you control over when and where the content appears, while signatures are automatic.

Frequently Asked Questions

Can I use Quick Parts in Outlook on my phone or tablet?

No. Quick Parts are a desktop feature only. Outlook mobile apps do not support Quick Parts or Building Blocks. You can use signatures on mobile, but not the full Quick Parts gallery. If you need to insert saved content on mobile, you'll have to type it or copy and paste it manually.

Will editing a Quick Part change it in emails I've already sent?

No. Editing a Quick Part only affects new emails where you insert it going forward. Any email you've already sent contains the old version of the Quick Part and will not change. The content is copied into the email at the moment you insert it, not linked to the original Quick Part.

Can I organize Quick Parts into folders or categories?

Outlook does not have a built-in folder system for Quick Parts. All Quick Parts appear in a single gallery. You can organize them by naming them clearly — for example, "Closing - Professional" or "Template - Meeting Request" — so they're straightforward to find and sort alphabetically in the gallery.

What happens if I have the same Quick Part saved in multiple Outlook accounts?

Each Outlook account stores its Quick Parts separately. If you switch accounts, you'll see only the Quick Parts saved for that account. You'll need to create or import the Quick Part into each account individually if you want to use it across multiple email addresses.

Can I share a Quick Part with a coworker?

Not directly through Outlook's interface. Quick Parts are stored locally on your computer. To share one, you can type or copy the content and send it to a coworker, who can then save it as their own Quick Part. Some organizations use templates or shared signature files, but this requires IT setup and is not a standard Quick Parts feature.