In Word and classic Outlook on Windows, save a Quick Part by selecting text and choosing Insert → Quick Parts → Save Selection to Quick Part Gallery. You can reuse it from that app's gallery, while PhraseVault® offers a local library for text you also need in Gmail, Teams, and other apps on Windows and macOS. Open PhraseVault with Ctrl+. on Windows or Cmd+. on a Mac, search, and press Enter to paste.
How do I save a Quick Part in Word?
These steps are for Word on Windows. Microsoft's Quick Parts guide also covers classic and new Outlook.
- Select the text you want to reuse.
- On the Insert tab, in the Text group, click Quick Parts, then Save Selection to Quick Part Gallery.
- Name it, add a description if you want one, and click OK.
To insert it, place the cursor and choose Insert, Quick Parts, then the entry. Building Blocks Organizer, on that same menu, lists every block. You can sort by name there, and rename or delete an entry. To store formatted text and graphics as AutoText instead, use Quick Parts, then AutoText, then Save Selection to AutoText Gallery.
The gallery can also hold document properties, such as title or author, and fields such as the date. Those are Office fields, and they are not the same as a fill-in question.
How do I save a Quick Part in classic Outlook?
Classic Outlook has a similar workflow, with two details worth checking. Open the message in its own window, because the Insert tab stays hidden while you reply in the reading pane, and click in the message body, where Quick Parts can insert.
Save and insert the text using the same Quick Parts menu described above. Classic Outlook keeps these blocks in a local template file (NormalEmail.dotm) on each PC. When moving to another computer, transfer that file or recreate your Quick Parts.
Word and Outlook each keep their own gallery. A closing paragraph saved in Word is not waiting in your email.
Where are Quick Parts in the new Outlook?
New Outlook and Outlook on the web now include Quick Parts for emails. To save text, select it in the message and choose Insert → Quick Parts → Save selection to Quick Parts. Insert it later from Insert → Quick Parts, or manage the list under Settings → Mail → Quick Parts. These menus differ from the classic Outlook gallery.
The gallery steps above apply to Word and classic Outlook on Windows. Word for Mac offers AutoText for reusable content; PhraseVault is another option when you want one text library across apps.
How do Quick Parts and PhraseVault compare?
| Quick Parts | PhraseVault | |
|---|---|---|
| Where it runs | Word, or classic Outlook, on Windows. New Outlook and Outlook on the web have a simpler email list. | Windows and macOS, in any app that accepts a paste |
| How you insert | The gallery or menu; Word also has an organizer | The shortcut, a few letters, then Enter |
| What you can store | Word and classic Outlook support formatted content; Word also offers properties and fields | Plain text, Markdown, or HTML, plus a date, a question, or the clipboard |
| A shared library | Templates can be transferred or distributed manually | One database file in a shared folder. Others see a change on their next search. |
| Price | Included with Word or Outlook | A one-time license. See below. |
Word's AutoCorrect can still replace a short abbreviation as you type, inside Word. That is separate from Quick Parts. PhraseVault doesn't expand abbreviations while you type either: you search, press Enter, and the same phrase works outside Office.
A Starter license is $29 or €29 once, VAT included, as of October 2026, and it covers that person's own Windows and Mac computers. The pricing page shows the amount in your currency, and team seats cost less per person.
When Quick Parts is the better fit
If you write in Word or classic Outlook and you want formatted text, a logo, or a field that updates inside the document, Quick Parts is already on the Insert tab. Nothing else to install, and the gallery is enough when the list is short and you stay in that one app.
When you want the same phrase everywhere
The difference matters when that paragraph is also needed in Gmail, Teams, a browser form, or on a Mac. Copy the text into PhraseVault once and name it so you can find it, for example email/thanks or letter/closing.
On a Mac, allow PhraseVault in System Settings → Privacy & Security → Accessibility, or the phrase stays on the clipboard.
Coordinate edits when sharing a database — PhraseVault does not merge simultaneous changes. The steps are in the team sharing guide. The same replies in Gmail and other mail apps are in the email templates guide.
Try PhraseVault free for 14 days — all features included, no credit card or account needed.
Microsoft, Word, and Outlook are trademarks of Microsoft Corporation.