(I have adapted this post from an article in Words, available from: http://www.abelard.com.au/words-3-3.pdf)
You’re probably aware that you can set up several signatures in Outlook, and set one as the default. At any time, you can choose another signature and use that instead of your default by inserting it from Insert > Signature (Outlook 2003 and later).
But did you know that you can also set up *any* text, save it, then insert it into any email? This is very handy for paragraphs you use often. Some uses I thought of straight away included: directions and map links to your home or business address, electronic banking details for people who need to pay you, multiple contact details such as Skype, Twitter, Facebook, etc., as well as ‘boilerplate’ text that you might use in response to a sales/service inquiry. The possibilities are endless…
There are two sets of steps:
- Create a snippet.
- Insert the snippet into an email.
Step 1: Create the snippet
- Open Outlook.
- Click New to start a new email message.
- In the subject line, enter something that describes this snippet (e.g. ‘directions to house’, ‘electronic banking details’, etc.)
- In the message body, write the text.
- Save the email. By default, your email message is saved in your Drafts folder — once saved, you can move it to any other folder (e.g. if you have a lot of snippets or a lot of other drafts, you might want to create a special Snippets folder).
Step 2: Insert the snippet into an email
You’re part way through writing your email and you want to add a saved text snippet:
- Find the snippet:
- Word 2003: On the Insert menu, select Item.
- Word 2007: On the Insert tab, select Attach Item.
- Word 2010: On the Insert tab, select Outlook Item.
- On the top panel of the Insert Item window, select the folder where you store your snippets (Drafts is the default folder for saved email messages).
- In the lower panel, select the name of the snippet.
- Select the Text only option under Insert as, then click OK.
Outlook's Insert Item window
- The subject line and the message are inserted into your current email — you just need to delete the subject line.
- Once in your current email, you can alter the text snippet — the original won’t change.
[Links last checked August 2011]