Stop repeating yourself.
Emails and messages in general often consist of repeated content blocks that never change. Greetings and signatures are perfect examples: some people even try to eliminate such “noise” from messages (for example, the “nohello”-movement).
While it is unrealistic that such changes to the human interaction protocol will ever be universally accepted, there is something else a productivity-minded person can do in order to lose less time each day typing the same phrases over and over again.
Outlook Quick Parts
The idea is simple. Instead of typing a long phrase (e.g., your signature containing your name, phone number and email address), you create a building block with a certain name. Quick parts then expands this name into the full description:
For example, you set your name to “byelong”, press F3 and let Outlook expand the name to a signature:
Best regards, Bernhard Knasmüller www.knasmueller.net
Quick parts can also contain formatting and images and are an easy way to manage reusable content in Outlook.