The following articles were included in our Exchange Messaging Outlook (EMO) newsletter published on May 21, 2026.
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Today's Highlights »
- Using Templates and Quick Parts in New Outlook
- Outlook.com Update: SMS Sign-In Codes Are Going Away
- Handy Outlook and Windows Shortcuts
Using Templates and Quick Parts in New Outlook
New Outlook now supports both Templates and Quick Parts. Unlike My Templates, Templates are full email templates, similar to those available in classic Outlook.
After you write an email, you can save the entire message as a template by selecting Home > Mail Template > Save email as template. To save only a reusable text snippet, select the text and choose Insert > Quick Parts > Save selection to Quick Parts. Quick Parts supports formatted text and images.
To use a saved template, select New > Mail from template to open a new message. Templates cannot be inserted into existing emails, so use Quick Parts from the Insert tab when you want to add saved content to a message you are already composing.
If you currently use My Templates, it is a good idea to create new text blocks in Quick Parts and gradually move your existing My Templates content there, since the My Templates add-in will eventually be retired.
Templates and Quick Parts created in new Outlook are not available in classic Outlook. If you need to use a template in classic Outlook, save it as an OFT file. For Quick Parts, copy the text and recreate the entries in classic Outlook.
Outlook.com Update: SMS Sign-In Codes Are Going Away
Microsoft is phasing out SMS codes as a second sign-in factor for consumer accounts, including Outlook.com. In their place, the company is steering users toward passwordless sign-in options that are designed to be both safer and easier to use.
• Microsoft Authenticator
• Passkeys
• A verified backup email address
Microsoft’s message is straightforward: passwordless sign-in is generally more secure and often quicker than relying on passwords plus SMS. Text messages remain a common target for attackers, while passkeys offer stronger protection against phishing. These alternatives can also make account recovery smoother if you change your phone number or lose access to your device.
I’m still warming up to passkeys, but I’ve started enabling them on my iPhone and in Windows because they add another reliable way to get back into an account. On some accounts, I can also sign in using the same PIN I use for Windows, which makes the experience more convenient.
To add or update your security information, go to account.live.com/proofs/manage.
• Set up at least three verification methods.
• If you use multiple mobile devices, install Microsoft Authenticator on each one.
Microsoft Support articles:
Microsoft to stop sending SMS codes for personal accounts
How to help keep your Microsoft account secure
Create and save a passkey
Handy Outlook and Windows Shortcuts
Outlook includes several keyboard shortcuts that make it easier to move between modules. In both the new Outlook and current versions of classic Outlook, you can press Ctrl + number to open the modules on the left rail. The numbers follow the order of the icons. In the default layout the shortcuts start with:
• Ctrl+1: Mail
• Ctrl+2: Calendar
• Ctrl+3: Contacts (People)
In older versions of classic Outlook, the module buttons appear below the folder list, and the shortcut numbers are assigned directly to each module:
• Ctrl+1: Mail
• Ctrl+2: Calendar
• Ctrl+3: Contacts
• Ctrl+4 through Ctrl+9: Tasks, Notes, Folder List, Shortcuts, and Journal
For Quick Access Toolbar commands, press Alt+1 through Alt+9 to run the matching command. Alt+09 through Alt+01 access the next nine buttons in reverse order. If the toolbar has more than 18 commands, additional shortcuts use 0 (zero) followed by a letter, such as Alt+0A.
Windows uses a similar shortcut system on the taskbar, but with the Windows key instead of Ctrl or Alt. To open apps quickly, place your most-used apps closer to the Start button and use Win + number to launch them. Windows assigns shortcuts 1 through 0 to the first 10 taskbar apps. If an app is already open, the shortcut usually switches to that window. In Outlook, however, it may open a new window unless you create a custom shortcut that uses the /recycle switch.
More Outlook shortcuts: Keyboard shortcuts for Outlook | Slipstick Systems
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Released: May 2026 Exchange Server Hotfix Update
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New & Updated Outlook Support Articles
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Other Resources
Deleting Auto-Complete Entries No Longer Works | Microsoft Community Hub
Following an update to classic Outlook version 2603, the X to delete autocomplete entries from the Suggested Contacts list is gone.