If you use Microsoft Outlook every day—especially for work—then you already know how much time you spend writing emails and trying to keep your contacts organized. It adds up quickly.
Typing the same sentences over and over, or manually selecting a bunch of email addresses each time you send a group message, isn’t just boring—it’s also a waste of your time.
That’s where Quick Parts and Distribution Lists come in. These two tools inside Microsoft Outlook can seriously cut down on the time you spend in your inbox.
Think of Quick Parts like your personal email shortcut keys—they let you save and reuse bits of text so you’re not constantly typing the same thing.
And Distribution Lists? They’re perfect when you need to email a group of people regularly—like a legal team, a project crew, or a group of clients—all at once.
This guide is for anyone who wants to simplify email tasks without needing an IT degree. Whether you’re an admin assistant at a law firm, a paralegal juggling a dozen email threads, or just someone who likes saving time, this article walks you through how to use these features step by step.
Let’s jump right in.
What are Quick Parts in Outlook?
Quick Parts is a feature in Microsoft Outlook that lets you save pieces of text you use often—like greetings, sign-offs, disclaimers, or even full paragraphs—and insert them quickly into any email.
Think of it like copy-paste on steroids. Once you’ve saved a Quick Part, you don’t have to type it again. Just insert it with a click.
Common Ways People Use Quick Parts:
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Law firms use them for standard legal disclaimers at the end of every email.
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HR teams save templates for responses to job applicants.
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Customer service teams save troubleshooting instructions or FAQs.
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Sales teams use them for repeated email intros or closings.
“How To” Quick Parts
This feature will save content you repeat regularly in emails, so you won’t have to create it from scratch every time. By storing your own catalogue (gallery) of Quick Parts and simply inserting them from your saved content, you will easily piece together emails where repetitious content is required.
STEPS for Quick Parts
1 – When writing an email with content you’d like to save for later recall and use, highlight the content (can be any type of content such as: formatted text and/or graphics) click on Insert
2 – Next screen, from the top ribbon on the right side click on Quick Parts. Two choices appear, select Save Selection to Quick Part Gallery…
3 – Type a unique name for the content you are adding, keep all the defaults, click OK
4 – To use any content you have saved to the Quick Parts gallery, while writing an email click Insert / Quick Parts / select the name you gave the content from drop-down list
Example: I often tell my team about time saving tips to improve productivity. The highlighted text was entered from Quick Parts without having to type it. The content is inserted wherever the cursor was in my email before inserting the Quick Part…
Note: If you want to modify a saved Quick Part, just change it, highlight and repeat the steps 1-4 above. When prompted for the Name in Step #4, use the same name as before to replace it.
Also, once you insert a saved Quick Part into an email, it’s as if you created it from scratch so you can edit it, move it around, format it differently and so forth for that specific use.
“How To” Distribution Lists
Use this feature for groups of people frequently emailed together. Saves time on adding individual email addresses. Maintain the list to add / remove as it grows or changes.
STEPS for Creating a Distribution List
1 – Click on the People Icon in the lower left of your email client
2 – Click New Contact Group in the upper left
3 – Type the name for this group of contacts. Example…
4 – From the top options click on Add Members select one of the options presented in the drop down:
From Outlook Contacts
From Address Book
New E-mail Contact
5 – Scroll up and down, double click each Name to add from a list or type the email address in the box presented. When done click OK
6 – Click the Save & Close in the upper left
7 – Use the distribution list name to address any New Email instead of typing individual names…
STEPS to Maintain Distribution List
1 – Start the same with People icon lower left
2 – From the contacts lists window that appears, double click the name of the distribution list (i.e. Sales Team East Coast)
3 – Highlight any contact email address in the details screen, look top ribbon, click Remove Member
4 – Click Add Members to proceed as initial steps to include another contact’s email
5 – Remember to Save & Close when done with changes.
FAQs
Can I use Quick Parts in Outlook Web?
Not yet. Quick Parts only works in the desktop version of Outlook. For the web, you’ll need to save templates another way (like email drafts or using My Templates in Add-ins).
Can I share Quick Parts with a coworker?
Yes. You can copy the Quick Parts file (NormalEmail.dotm) from your machine to theirs. But it’s a manual process, and they’ll need to paste it in the same folder path.
What’s the difference between a Distribution List and a Microsoft 365 Group?
A Distribution List is just for email. A Microsoft 365 Group includes a shared inbox, calendar, and files—and it syncs across Microsoft apps. If your law firm uses Microsoft 365, the Group option might be better for collaboration.
Can I nest Distribution Lists?
Yes, but it can get tricky. Outlook allows it, but all members must be stored in the same contact source, and changes don’t always sync smoothly. If you have complex needs, it’s better to switch to Microsoft 365 Groups or consult your IT team.
Wrapping Up
Quick Parts and Distribution Lists are small features that make a big difference. If you’re spending hours in Outlook each week, learning these two tools is worth it.
Once you’ve set them up, you’ll save time, avoid repetitive typing, and make sure the right people get the right message, every time.
At AKAVEIL Technologies, we help law firms use tools like these in smarter, more secure ways. From setting up templates to managing Office 365 groups and email compliance, we’ve got your back.
