Outlook allows users to save text passages, which then can easily be used later on. This could be, for example, answers to frequently asked questions. You can compose a great answer, save it, and use it later when the same question comes up again. That way, you avoid having to type the same reply over and over again. Below are instructions for creating such a text passage and using it at a later point.
1) Begin by creating a new message by clicking "New Email":
2) Type the text you want to save and highlight it. Click the "Insert" tab, followed by the "Quick Parts" button. Here, you would see text you have saved previously. In this case, however, you want to add text to be saved. To do so, click "Save selection to Quick Part Gallery...":
3) Give the highlighted text an appropriate descriptive name to make it easier to select it later on. You have the option of creating categories of replies, to keep things more organised if you have many text passages you wish to save. If you want to create categories, click "Category". However, you may skip this step and go straight to Step 5.
4) Give the category a name and click "OK":
5) Type a description (optional), which will appear if you hover the cursor over the text block in Step 6, and click "OK":
6) Next time you send an email (or a meeting request or event), click the "Insert" tab, followed by the "Quick Parts" icon. A list appears with your saved text passages. Select the one you wish to use. The text will be inserted where the cursor is situated in the email window. An even easier method, which does not require you to click the "Insert" tab each time is described in the following two steps (7 and 8):
7) To simplify access to "Quick Parts", click "Insert". Next, right-click "Quick Parts" and select "Add to Quick Access Toolbar":
8) Next time you write an email, event, or meeting request, simply click on the small "Quick Parts" icon and select the text passage, no matter in which tab you currently are. Quick and easy: