1 Using templates and Quick Parts to deal with common queries In this document you will find instructions to help you 1) create and use templates; and 2) embed previously stored answers which can be inserted in an reply. The first is useful when you are originating a message. The second helps you deal with a frequently occurring situation where you are not creating, or, composing a fresh message but replying to an message which contains a commonly asked question or questions. Outlook provides a mechanism for dealing with this, in which you can store parts that can be inserted into your message; these are called Quick Parts [Quick Parts are also available within Word]. Contents How to create and use an template... 2 Saving and using Quick Parts to deal with common queries... 6 Another useful document to consult is How to do an merge available from (look in the folder includes Outlook, the PDF document is called Merge). IT Training and Assessment Unit, June of 8
2 How to create and use an template Create the template The screen shot below shows the message that the IT Training Unit sends in response to enquiries from students about taking ECDL Core. Any areas that may change are highlighted using <text>. Note the message includes an attachment. IT Training and Assessment Unit, June of 8
3 The next step is to store this message so that it can be re-used. These steps are outlined below: 1. Click the File tab then choose Save As 2. This displays the Save As dialogue box. Click the 1) Save as type drop down list and 2) choose Outlook Template (*.oft). This choice changes the Save As box to 1) display the template folder on your C: drive and 2) changes the message type to.oft, see below. Choose Save. NOTE: It is better to store templates in your local drive as they are easier to retreive from there. If you want other colleagues to use this template then you need to provide them with a copy to store on their C: drive. Close the original message, as it is no longer needed. IT Training and Assessment Unit, June of 8
4 Use the template 1. To use an template, the sequence is New Items, More Items, Choose Form (shown below). Tip: This is cumbersome and it is advisable to create a short cut to place on the Quick Access toolbar. At the last step, shown above, (Choose Form) right click this menu item and choose Add to Quick Access Toolbar. The short cut is displayed as a button on the Quick Access Toolbar (as shown below): IT Training and Assessment Unit, June of 8
5 2. When you Choose Form, the Choose Form dialogue box is displayed. From the Look in drop down list choose User Templates in File System. 3. The dialogue box changes to reflect this choice. Double click the form you want to use, in this case ECDL Enquiry. The message opens ready for you to use. IT Training and Assessment Unit, June of 8
6 Saving and using Quick Parts to deal with common queries The steps below show you how to Devise the parts, Create the Quick Parts, Use Quick Parts and Manage Quick Parts. 1. Devise the parts: Identify the text parts that you wish to use for your replies. The table shows a plan which divides up common answers to questions about ECDL registration and the next set of steps following registration; three parts in all. The table also contains a notation, 1ECDL etc., which will help provide a short cut to label and retrieve each part from the gallery of Quick Parts. It is useful to use a convention to label each part. 1ECDL Dear <First Name> You are now registered for ECDL. 1) Access to Training Materials and instructions to set up practice tests I have given you access to a SharePoint site Log in using ads\your student number and the password is your usual Queen s. In the SharePoint site please click on the link Shared Documents and read the document called Advice for ECDL (core) candidates. You will be directed to training materials plus a folder called Litmus Instructions containing documents advising you how to set up your Web browser to access the Litmus practice tests. Please remember, that you still need to attend test sessions to take the real tests. 2ECDL 2) Credentials for logging in to take the mock tests: Your username is your BCS Id BCS<id> Password is <xxxxx> 3ECDL 3) Practice/Test Dates The test dates for the coming weeks are at You tell us when you arrive what test(s) you want to do. You can take the tests in any order. You can come to take practice tests at any of these sessions. 2. Create the Quick Parts: On the Home tab click New . Copy and paste or type the text into the body of the message. Highlight a part that you wish to store as a quick part. Then from the Insert tab click Quick Parts and choose Save Selection to Quick Part Gallery. IT Training and Assessment Unit, June of 8
7 3. This displays the Create New Building Block dialogue box (here the quick part is called a block). Enter a name for the block. In this example 1ECDL for the first block or quick part. You may wish to use the Category drop down list (see above) to create a new category to group together responses which cover similar areas (e.g. ECDL for the ECDL quick parts). Repeat these steps for each of the parts. 4. Use Quick Parts: Compose a new message and click into the body of the message (this is an important step). There are at least two ways to insert a Quick Part in the message: 1) From the Insert tab click Quick Parts and then click the part you wish to insert. Or 2) Type the first few characters of the Quick Part followed by the F3 Function key. IT Training and Assessment Unit, June of 8
8 5. Manage Quick Parts: From the Insert tab click Quick Parts, then right click one of the Quick parts, and from the menu choose Organise and Delete. This displays the Building Blocks Organiser where you can for each block Edit Properties, Delete or Insert a block. A video alternative to these instructions: Help within Outlook provides a link to this useful YouTube video. Entitled Using Quick Parts in Outlook (and Word) 2010, it was created by an academic in Palomar College, San Marcos, California: IT Training and Assessment Unit, June of 8
Pearson Inform v4.0 Educators Guide Part Number 606 000 508 A Educators Guide v4.0 Pearson Inform First Edition (August 2005) Second Edition (September 2006) This edition applies to Release 4.0 of Inform
MadCap Software Context-sensitive Help Guide Flare 11 Copyright 2015 MadCap Software. All rights reserved. Information in this document is subject to change without notice. The software described in this
CARING IN PLACE WEB USER GUIDE Instructions on how to use Caring in Place on the web The purpose of this document is to help you get started with Caring in Place on the web. Caring in Place is also available
Microsoft IT Academy E-Learning Central Getting Started Guide This guide provides an overview of the Microsoft IT Academy E-Learning Central site for Administrators, Instructors and Students 1 Table of
This guide provides step by step instructions for using the IMF elibrary Data - area. In this guide, you ll learn how to: Access your favorite and recently used data reports. Make sure you receive email
me What s new in 3.2? 1 Introduction... 3 New features in 3.2... 3 New text editor... 3 Useful features in the editor... 4 Messages... 5 Actions... 6 Message filters... 7 Drafts folder... 7 Favourites...
User Guide A guide to online services available through Sircon for Education Providers DOC CX 08/13/10 02/02 v5 Contents Contents Contents... 2 Introduction... 4 About this Guide... 4 Getting Started...
Reference Manager Windows Version Import Filter Editor User s Guide April 7, 1999 Research Information Systems COPYRIGHT NOTICE This software product and accompanying documentation is copyrighted and all
Activity Builder TP-1908-V02 Copyright Information TP-1908-V02 2014 Promethean Limited. All rights reserved. All software, resources, drivers and documentation supplied with the product are copyright Promethean
TeamViewer 7 Manual Meeting TeamViewer GmbH Kuhnbergstraße 16 D-73037 Göppingen www.teamviewer.com Table of contents 1 About TeamViewer... 5 1.1 About the software... 5 1.2 About the manual... 5 2 Basics...
PowerSchool 7.x Student Information System Released December 2011 Document Owner: Documentation Services This edition applies to Release 7.1 of the [product name] software and to all subsequent releases
MyTax Illinois Help General use information... 5 Install Adobe Reader... 5 Enable Pop-ups in My Browser... 5 Determine Your Current Browser... 6 Change Browser Font Size... 6 Browsers that You Can Use...
Aras Corporation 2005 Aras Corporation. All rights reserved Notice of Rights All rights reserved. Aras Corporation (Aras) owns this document. No part of this document may be reproduced or transmitted in
Endnote Web is web- based, unlike Endnote, which needs to be installed on your computer. Endnote Web enables you to create a personal set of references, called a library, and use this library to cite and
4 Using Forums, Chats, and Dialogues Forums are a powerful communication tool within a Moodle course. Think of them as an online message board where you and your students can post messages to each other
Express Import system Guide for receivers TNT s Express Import system TNT s Express Import system makes it easy for you to have documents, parcels or pallets collected on your behalf from 168 countries
Technology Help Desk 412 624-HELP  technology.pitt.edu Add a Class With PeopleSoft Student Center Overview Students can self-enroll using the PeopleSoft Student Center, which provides online access
Xerox Standard Accounting Import/Export User Information Customer Tip July 23, 2012 Overview Xerox Standard Accounting (XSA) software is a standard feature that resides locally on the device. It provides
Version 10.3 End User Help Files GroupLink Corporation 2014 GroupLink Corporation. All rights reserved GroupLink and everything HelpDesk are registered trademarks of GroupLink Corporation. The information
Import Guide 021312 2009 Blackbaud, Inc. This publication, or any part thereof, may not be reproduced or transmitted in any form or by any means, electronic, or mechanical, including photocopying, recording,
SCHOLARONE MANUSCRIPTS Author Guide TABLE OF CONTENTS Select an item in the table of contents to go to that topic in the document. LOGGING ON AND OFF THE AUTHOR CENTER... 1 LOGGING IN...1 ORCID ACCOUNT
Quick Start Guide Students must wait until the first day of the semester to gain access to their online and hybrid course(s). The following topics are covered in this guide: How to Login to Moodle Locating