Quick Parts are available in the new Outlook and Outlook on the web: open a message, choose Insert, then Quick Parts, and select your saved text. You can manage the entries by account under Settings, Mail, Quick Parts. If you're using the separate My Templates add-in, its 32 KB limit applies to all your templates combined, not to each one.
Where can I create and find Quick Parts?
Open a new message or a reply and click in the message body. To insert saved text, choose Insert, then Quick Parts, and select an item. To save a new item, select the text in your draft and choose Insert, Quick Parts, then Save selection to Quick Parts.
If an item is missing, check the account you're composing from. The management page lists entries by account, so check each mailbox you use before recreating the text. Microsoft's Quick Parts guide covers both the new Outlook and Outlook on the web.
Why does My Templates say the template is too large?
My Templates is a separate add-in for short text snippets with basic styling. All its templates share a total allowance of 32 KB. When you reach it, making just the latest template shorter may not be enough: remove templates you no longer use, or move longer text to another library. Microsoft explains the combined limit in its template saving error guide.
For images, tables, and attachments, use a full email template rather than My Templates. In new Outlook, Mail Templates saves the whole message, including rich formatting, images, tables, and attachments. It's useful for a repeatable announcement; Quick Parts is a better fit for a paragraph you add to different messages. See Microsoft's email template guide.
Will my signatures be available on another computer?
You can create several signatures with text, links, and images under Settings, Accounts, Signatures. Microsoft notes that signatures may be stored on the device where you created them and may be unavailable on another device. Keep a separate copy of important wording if you often switch computers.
What happens to Quick Parts from classic Outlook?
Existing installations of classic Outlook remain supported until at least 2029. Classic Outlook stores its Quick Parts in a local template file, NormalEmail.dotm, on each PC; don't assume they'll automatically appear in the new Outlook.
If a Quick Part seems to have disappeared after switching apps, check classic Outlook and each account in the new Outlook before rewriting it.
How can I reuse the same replies outside Outlook?
PhraseVault® keeps a local phrase library that you can use in Outlook, Teams, a browser, or another mail app. Press Ctrl+. on Windows or Cmd+. on a supported Mac, search for a few letters of the phrase name or its unprotected text, and press Enter to paste it into the app you were using. You choose the phrase through search, so there are no abbreviation triggers to memorize.
PhraseVault supports Windows 10/11 x64 and Apple Silicon Macs with macOS 13 or later. It also runs on Linux (x86_64), built for Omarchy and Arch with Hyprland. Automatic paste and the summon shortcut need Hyprland. The AppImage is best-effort on other distributions. On a Mac, enable Accessibility permission for automatic pasting; otherwise, the phrase is copied to the clipboard for you to paste manually. Your library isn't tied to an Outlook account or the My Templates storage limit.
For bold text, links, and tables, see inserting formatted text. The email templates guide covers reuse in other mail apps, and the Quick Parts comparison also covers Word and classic Outlook.
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