This article first appeared in The Office Professional newsletter and is reprinted here with permission.
Creating an email distribution list can be a hassle. Adding and deleting addresses, formatting text to properly integrate with email providers, and making sure everything is correct and up to date are enough to make your head spin. That is, unless you know a good workaround.
One of the best tricks for your arsenal is a quick and easy way to create an email distribution list from a Word or Excel file.
If you have a Word table or an Excel spreadsheet with a column of email addresses, here are the steps you can take to convert it quickly into an email distribution list (using Outlook 2007 or 2010) without manually typing in the information:
- Copy the entire column of email addresses.
- Paste the column into the “To,” “Cc,” or “Bcc” fields in a blank email message.
- Click out of the field you pasted the information in, and click in another field. The list of email addresses will convert automatically into the email format Outlook requires to send the message.
Depending on how often you update the list, you may want to save it in Word for future use.
You also can copy and paste it into the notes portion of an Outlook contact and label it with the distribution list title for easy use and retrieval later.
By using this tech tip, you can save hours of typing in email addresses, especially if you are working with large group distribution lists. And this saves your sanity, too!