Convert Email Addresses in Excel list to Outlook Email List

You have a list of email addresses you would like to send a single email to. When these email addresses are listed in an Excel file, that list can be converted to a format which Outlook will recognize as separate email addresses when pasted into the To/CC/BCC field of a new email message. These instructions will show you how to do this.

Note that these instructions will work on either a PC or Mac with MS Office installed.

1. Copy and paste the column of email addresses from the Excel file into a blank MS Word document.

2.  After pasting into a blank Word document, a 'Paste Options' menu appears: Click on the Keep Text Only option.

3. In the upper right hand corner of Word's Home tab (the default tab), click the Replace button. This opens the Find and Replace dialog box.

4. Inside the Find and Replace dialog box, enter the following:

Find what: ^p

Replace with: ;

Notes: 1) the ^ symbol is entered by holding the Shift key and pressing the number 6, so Shift + 6.

2) The semi colon is on the right side of your keyboard, second key to the left of the Enter key.


5. Click the "Replace All" button. A window will open stating "All done. We made X# replacement(s)." Click OK.

6. Close the Find and Replace dialog box.

7. There is now a formatted list of email addresses separated only by semicolons (no spaces, this is normal and expected) which can be copied and pasted into the Address field of your Outlook email message.

Pro-tip: Use the CTRL + A buttons on your keyboard to select the entire contents of the Word document. Then CTRL + C to copy that selection. Use CTRL + V to paste that in the Outlook message.

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Article ID: 27011
Fri 3/10/17 1:25 PM
Fri 3/10/17 1:33 PM