Sometimes the best productivity hacks are hiding in plain sight. Take Quick Parts in Microsoft Outlook, for example – a feature I stumbled upon that completely transformed how I handle repetitive communication tasks.
I'll be honest: even as someone who uses Microsoft Office daily, I'm constantly discovering new tricks. A few years back, my husband introduced me to Quick Parts, and I had one of those "how had I not known about this before?" moments. Immediately, I started thinking about all the hours I'd wasted rewriting the same emails and documents, and brainstorming ways to make my life easier.
What Exactly Are Quick Parts?
Quick Parts are your secret weapon for eliminating repetitive typing. Think of them as pre-saved building blocks of content that you can insert instantly into emails or documents. We're talking text, links, tables, pictures – basically, anything you find yourself creating repeatedly.
Real-World HR Applications
Streamlined Meeting Scheduling Create templates that include standard meeting details like purpose, required decisions, and agenda structures. I have quick parts for different meeting types, including one with a link to my meeting room and another with scheduling links for 30 or 60-minute meetings.
FAQ and Instruction Management During busy periods like performance reviews or goal-setting, you'll field the same questions repeatedly. Instead of hunting through old emails, create a Quick Part with standard responses. Now, answering common inquiries takes seconds.
Routine Communication Monthly team communications – like data collection requests, timesheet reviews, or training reminders – can be saved as Quick Parts. Write once, reuse indefinitely.
Creating Quick Parts is Simple
Create your content
Highlight the text
Go to Insert -> Quick Parts -> Save Selection to Quick Parts Gallery
Give it a descriptive name
To use later, just go to Insert -> Quick Parts and select your saved item
A quick demo showing how to create and use Quick Parts in Microsoft Outlook to save time on repetitive emails and content.
Pro tip: Be strategic about naming your Quick Parts. Use clear, searchable names that will help you find them quickly.
Final Thoughts
In HR, our time is valuable. Tools like Quick Parts might seem small, but they add up to significant time savings. Less time on repetitive tasks means more time for what really matters – supporting your team and driving organizational success.
What will you create first? Share how you're using Quick Parts to streamline your work—and more importantly, how you're spending that extra time you've reclaimed.
PS - Quick parts can be used in Word as well. I use them to automate report building (like interview guides), streamlining the process of creating consistent, professional documentation with just a few clicks.
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