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Backup or Transfer Microsoft Office 2007 Quick Parts Between Computers

After reading an article I wrote over at Lifehacker on how to use the Quick Parts feature in Outlook, reader Jason wrote in asking how you can transfer them to another computer once you’ve created them, and it seemed useful enough to explain for everybody’s benefit.

In case you’ve never seen this feature before, open up a new email in Outlook 2007 and click the Insert tab, then the Quick Parts button, where you can create or use the quick parts.

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For more information on how this feature works, you can read my article over at Lifehacker: Save Time and Typing with Outlook 2007’s Quick Parts.

Finding the File For Backup

Open up explorer and then browse to the following folder:

%APPDATA%\Microsoft\Templates

You should see a file named NormalEmail.dotm in this folder, which is what you will need to backup or transfer.

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Copy this file to a flash drive, or wherever you would like.

Transferring the File

Find the same directory on the target / restore system and then paste the file in, overwriting the current one. Make sure that you close Outlook or Microsoft Word before doing so, or else you’ll get an error message.

Open up Outlook, and you should see the Quick Parts from your other computer in the list:

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While testing I transferred the Quick Parts from my Vista computer over to XP, both running Office 2007.

Lowell Heddings, better known online as the How-To Geek, spends all his free time bringing you fresh geekery on a daily basis. You can follow him on if you'd like.

  • Published 08/14/08

Comments (10)

  1. David Witteried

    I have tried this to move the NormalEmail.dotm file to a co-worker’s computer and when I go to the Quick Parts menue it is empty, as though the quick parts were never created. Have you tried installing the template on someone else’s profile? I seems like there may be a registry issue at work here.

    This would be realy usefull where I work becuase we need to use 6 different boilerplate disclaimers for FOUO e-mails depending upon content. Any help would be appreciated.

    Thanks,

    David Witteried

  2. Anna Marie

    Tried to locate the %appdata%\microsoft\templates in my programs directory and couldn’t find anything simarly named. I’m runnng Windows Vista 64 bit with Office 2007. Any suggestions for other names and/or file locations? Thanks!

  3. Stuey

    Fantastic help. This is great. With one of my users having 15 quickparts and the problems we’ve had with PC equipment and subsequent re-installs, this saves me 30 mines every time I do a reinstall. Why MS office doesn’t have an export feature, I don’t know. Now all I need to find out is how to export an IMAP account settings so I don’t have to waste 10 mins setting that up!

    Thanks again!

  4. Cathy

    I love the concept of backing up/transferring quick parts, but your directly are extremely hard to follow. Can you give us step by step directions? For example, how do I even get to this folder to begin with??? %APPDATA%\Microsoft\Templates

  5. João

    Sorry, I forgot this was an english site O.o. I did te test the quick parts menu was empty in the destination pc. Same happened to others too.

  6. Ash

    Awesome! Thank you so much!! Worked great!

    I don’t understand why people can’t read. He clearly instructs “Open up explorer and then browse to the following folder: %APPDATA%\Microsoft\Templates”…how hard is it to copy and paste this file name into a seach bar? The folder opens up as soon as you hit “enter”.

  7. antonella

    the appdata folder is hidden.
    In Windows VISTA or Windows 7, you need to display hidden files, then you navigate to C:users folder, select the user and you will find the APPDATA folder

  8. rog

    do as Ash says and it will work. when the path has % around part of it, it indicates that it is a variable. You can also click start – run and enter %appdata% and click ok, it will bring you the hidden folder.

    If you really want to have fun – open a command prompt and type the word set, it will spit out all your environment variables.

    Oh and thanks for the article, i had no idea they were stored in the normalemail.dotm. Kinda sucks, it should be treated like a signature file i think. Thanks for the post.

    rog

  9. Heffemon

    This is good to know. Thanks. Sadly, with the latest version of Word, they have done away with the Style Organizer, or more specifically, have simplified it. If you click the arrow button *under* Change Styles on the home tab, then click the manage Styles button, then click Import/Export, you’ll see a dialog that let’s you transfer styles from one dpc or template to another. This dialog is called Organizer and currently only lets you work with Styles and Macros. It used to let you deal with AutoText entries, now it does not let you transfer QuickParts. Does anyone know a way to move individual Quickparts from one template to another?

  10. Steve

    I had the same problem – it was empty. Amazingly, Microsoft’s own site can clear this up – look at this link – http://answers.microsoft.com/en-us/office/forum/office_2007-office_install/transfer-gallerys-text-box-quick-parts-et-from-one/3799b5f9-8546-429f-82c0-1f24885f5fb2

    I just had to manually (yawn) Edit Properties and save each one (individually) in Normal under the ‘Modify Building Block’ entry after clicking Edit Properties in the Building Blocks. Here’s how:

    Go to
    1. Building Blocks Organizer
    2. Check what ‘Template’ your building blocks are saved in (if they are saved in Building Blocks then you will need to edit them all one by one).
    3. Assuming the above is true, on your selected quick part, click Edit Properties > then in the ‘Save in:’ pull-down menu change ‘Building Blocks’ to ‘Normal’
    4. Make sure you close MS Word and save changes to building block entries.
    5. Once you do this, they will then save in the file mentioned in this article & you can copy and paste it (I have just done it!!)
    5.

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