How to Create an Email Distribution Mailing List in Excel

Written by james highland
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How to Create an Email Distribution Mailing List in Excel
E-mail is a popular way to reach many people with the same information. (e-mail simbol image by vladislav susoy from Fotolia.com)

E-mail distribution lists send multiple copies of the same e-mail to many recipients. Bulk e-mailing in this fashion has many applications and is frequently used by businesses when reaching out to their customer base. Any situation that requires the same information to be propagated to many people is well-suited for e-mail distribution. While there are many ways to achieve mass e-mail distribution, one option is to create the mailing list in Microsoft Excel. This program makes it easy to organise multiple records of information for the purpose of e-mail distribution. Microsoft Excel cannot send the e-mails itself, but the program is often used to build the list data.

Skill level:
Moderate

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Things you need

  • Microsoft Excel

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Instructions

  1. 1

    Open Microsoft Excel. Start with a new blank document.

  2. 2

    Type column headers across row one. Your e-mails created from the distribution list can include any type of personalised information you desire. The most important column that must be included is the actual e-mail address, so be sure one column header says "Email" or "Email address" to make this clear. Alternately, you may include first and last names or other information that will be unique for each e-mail.

  3. 3

    Enter the data for each recipient on a separate row. The first recipient in the email distribution list will be listed on row two, directly under the column headers. Type the email address in the appropriate column and any other information required by your distribution list, such as the recipient's name.

  4. 4

    Save the Excel document under any file name you choose. Your e-mail distribution list is now complete.

Tips and warnings

  • Consider the requirements of the final e-mail when creating column headers. Create columns in the Excel document as needed to include personal information for each distributed e-mail. E-mails will ultimately be constructed using a "merge" template in other software. Each e-mail can have fields that pull information from this Excel document for the final content of the email. Thus, two columns for first and last name, and another for title, such as "Mr." or "Mrs." will allow the distributed e-mails to address each recipient personally by using information from these three columns. Additionally, if you are referencing a particular product they own or a city of residence, these columns may also be needed in the Excel spreadsheet. Up to 256 columns are provided in version of Excel prior to 2007, and over 16,000 columns are available in Excel 2007 and later. Thus you have many fields for considerable personalisation of your e-mails.
  • Send your e-mails by using word processing or e-mail software that integrates with Excel for the purposes of "merging" a distribution list.

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