Using Quick Parts and AutoText to Manage Multiple Outlook Email Signatures

Microsoft Outlook Icon

Do you find yourself switching between different email signatures when you use Outlook? In today’s tutorial, we look at how to set up and manage different Outlook email signatures using Quick Parts and AutoText.

Before we begin, we are using Outlook 2010 for the tutorial. Other versions of Outlook might differ slightly, but you’ll be able to find your way.

What are Quick Parts and AutoText?

According to Microsoft’s official guide, the Quick Parts feature in Outlook provides building blocks, reusable pieces of content or other email message parts that are stored in galleries. You can access and reuse the building blocks at any time.

AutoTexts are a subset of Quick Parts.

Quick Parts in Outlook UI

How to Set up Email Signatures Using Quick Parts and AutoText

    1. First, start a new email and type out the signature you desire
    2. Then select and highlight the signature and press Alt + F3
    3. In the Create New Building Block box, give the new signature a name and a description. Maybe put it in its own category too, for example, a signatures categoryCreating Signature as AutoText

Managing Email Signatures in Quick Parts

    1. To see a list of your current email signatures created as AutoTexts, start a new email and click in the email body
    2. Go to the Insert tab, click on Quick Parts, then AutoText, and you’ll see all your AutoTexts here including all the signatures
    3. To insert any of the signatures, just click on them
    4. To manage the AutoTexts and signatures, right-click on any of them and select Organize and Delete

Quick Parts in Insert Tab 

Quick Parts Organize and Delete 

Organize and Delete Window

Inserting Signatures in Email Messages as You Compose Them

With different email signatures saved as AutoTexts, you can quickly insert any of them as you are typing out your email messages.

When you are ready to close an email and insert the signature, just simply start typing the name you gave the signature. You’ll see a prompt that says “Press ENTER to Insert“.

Press either Enter or Tab and your signature will be inserted.

Press ENTER to Insert 

Signature Inserted 

One More Thing

Moreover, what you have read in this post works with any building blocks saved as AutoTexts.

For instance, say you often get a certain type of inquiry, and you have developed a template message for it. Why not save the template message as an AutoText. Next time you get the same inquiry, just type the name of the AutoText and hit Enter or Tab. With that, your reply will be ready to go.

Lastly, if you would like to read Microsoft’s guide on how to create reusable text blocks for email messages, here’s the link

However, if you indeed read Microsoft’s guide, did you find their typo hiding in plain sight? Let us know in the comments!

Microsoft Typo

FE File Explorer: How to Share Files from Mac or PC to iPhone or iPad

File Explorer Pro App Icon

File Explorer by Skyjos

In today’s post, we look at how to share files to an iPhone or iPad from a Mac or PC, all connected to the same network. This process requires an app called FE File Explorer by Skyjos

If you are interested in learning how to share files between a Mac and a PC on the same network, please visit this recent post of ours.

FE File Explorer works on both iPhone and iPad. It allows you to access local files, files on your computer and NAS (network-attached storage). In addition, the app also works with popular cloud storage solutions such as Dropbox and Google Drive.

On the App Store, the app has a free version called File Explorer, and a paid version for $4.99, called File Explorer Pro.

Among other restrictions, the free version only allows one connection at the same time. It also does not support as many file formats like MKV and AVI.

Using the app to share files from a Mac or PC to an iPhone or iPad is a very easy process, and here’s how.

How to Share Files from Mac or PC to iPhone or iPad

First, make sure your iPhone or iPad and Mac or PC are connected to the same network.

Then you need to get the IP address of your Mac or PC.

        • On a Mac, hold down the option key and click on the Wi-Fi icon on the menu bar (top right corner)
        • On a PC, left-click on the network icon located on the status bar (bottom right corner). Then click on Properties and in the next screen that appears, scroll down to the bottom to view the IP address

Once you have the IP address of your Mac or PC, launch File Explorer on your iPhone or iPad.

        1. Tap the + button on the top right corner to add a connection.
        2. Choose either macOS or Windows for the new connection.
        3. Give the connection a name, then type your Mac or PC’s IP address into “Host Name/IP” and tap Save.
        4. You’ll then see the new connection on the app’s main screen.
        5. Tap on the new connection and you’ll be prompted to type in a user name and password.
        6. Type in the user name and password you use to access your Mac and PC and tap Login.

You are now ready to view files in the shared folder and stream media to your iPhone or iPad.

File Explorer Home Screen
File Explorer Pro Home Screen
1
Connection Type Selection
Connection Type Selection
2
New Connection Setup
New Connection Setup
3
New Connection in Home Screen
New Connection in Home Screen
4
Logging in to Connection
Logging in to Connection
5
Shared Folders
Shared Folders
6

Do you have an app that you use for sharing files between your computer and your iPhone? Let us know in the comments!