How to reply quickly using AutoText in Outlook

  • Outlook
  • 2016
It is polite to reply to every received message, even if you don’t have a time to process the message. To create a rule to reply for messages, see How to auto respond for some messages.
Sometimes you can’t create a rule for some incoming messages because of unusual subjects, etc. So, you need to answer very quickly and work with messages later.

Outlook like other Microsoft Office applications, proposes the feature named AutoText that can paste block of text by one click.

For example, if you want to reply for some messages like:

Respond with fixed text in Outlook 2016

To create an AutoText (or Quick Part), do the following:

    1.    Create a new message and enter text and / or graphics.

    2.    Select the text or graphics that you want to save as an AutoText entry.

    3.    On the Insert tab, in the Text group, select the Quick Parts drop-down list and then click Save Selection to Quick Part Gallery... (or simply click Alt+F3):

Save Selection to Quick Part Gallery in Outlook 2016

    4.    In the Create New Building Block dialog box:

Create New Building Block in Outlook 2016
  • type a name of new AutoText
  • from the Gallery drop-down menu, choose AutoText
  • enter a Category and Description (optional)

To insert an AutoText entry in your message, do one of the following:

  • Type the name of the AutoText or only several first symbols, and then press F3. Outlook replaces the name with the entire AutoText entry.
  • Type first symbols of the AutoText name to see the message and press Enter:
    AutoText entry in Outlook 2016
  • On the Insert tab, in the Text group, choose the Quick Parts drop-down list and then select AutoText form the Gallery:
    AutoText in the Gallery Outlook 2016
  • If you have the AutoText button in the Quick Access Toolbar, just click in it and choose the block that you want to insert in your document. How to add this button in the Quick Access Toolbar, see Adding Commands to the Quick Access Toolbar.

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