How to convert a column of email address in Excel to formatted email addresses in Outlook

Hi, Tim Maybury here. Sometimes we need to grab email addresses from a column in Microsoft Excel and use them in a Microsoft Outlook email. Here’s the smarter working way I do it with Microsoft Outlook. Do you have any smart Excel tips you wish to share here? …

  1. Copy the Excel column of email addresses
  2. Paste them into a blank Microsoft Word document, selecting the ‘Keep text only’ Paste option
  3. Click the ‘Replace’ button on the Home tab
  4. In the ‘Find’ box and enter ^p. ( “^” = Shift-6)
  5. In the ‘Replace’ box and type in a semi-colon.
  6. Click the ’Replace All’, hit OK to close the Find/Replace dialogue box.
  7. Copy the resultant text into the To, CC or BCC lines of your Outlook email form.

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  1. Richard Maybury April 25, 2017 at 6:31 pm

    If you don’t need hyperlinks on email and web addresses and file locations in your workbook you can disable them. To achieve this do the following:
    Open File tab > select Options > select ‘Proofing’ > click ‘Autocorrect Options’ >select ‘Autocorrect as you type’ Tab > Uncheck ‘Internet and Network paths with Hyperlinks and OK out to apply.
    You can then right-click on the email address column and select ‘Format cells’ and select ‘Text’ and OK out. You should also be able to ‘clear hyperlinks on that right-click. Does this work for your version?

  2. Fred Keyes April 25, 2017 at 5:31 pm

    I need a solution for an annoyance. I have a spreadsheet with a column for email addresses. Anytime I happen to click on an email cell it automatically opens up a Gmail to that address. How can I make those cells respond as if they were strictly text without automatically converting to email formats or opening a new (unwanted) email form?

  3. Richard Maybury July 28, 2015 at 7:03 am

    You are very welcome Suzanne, I’m delighted it is useful to you. Thanks for taking the time to tell me.

  4. Suzanne Duncan July 28, 2015 at 5:25 am

    Thanks for this tip – really great, really worked,

  5. Richard Maybury January 5, 2015 at 11:06 pm

    Hi Jeffrey, I’m delighted that you found this tip useful. I use it all the time to convert Excel columns of email addresses into formatted Outlook addresses.
    It took a little time to figure out but that has been repaid a thousand times over now.
    Best wishes for 2015

  6. jeffrey baker January 5, 2015 at 9:06 pm

    Just used this tip today. It was extremely helpful and easy to follow. Worked perfectly. Saved me lots of time. Thanks!

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