Fast way to create an e-mail distribution list

BY STANLEY ZAROWIN

  

 I have a large e-mail list of business contacts in an Excel spreadsheet. When I send some of them an e-mail, I really don’t want to copy and paste each one into Outlook’s To … box. Is there some easy way to plug them into a list?

 There are several ways, but by far the easiest was suggested by a colleague, Stephanie M. Bryant, CPA, Ph.D., a professor of accounting at the University of South Florida, Tampa.

Format the list so it’s in a single column in the spreadsheet. Highlight the column and press Ctrl+C to copy it. Then open a new worksheet and select Edit , Paste Special and check the Transpose box at the bottom of the screen to transpose them from a column into a row.

If the cell width is so narrow you can’t see all the addresses, select Format , Column , AutoFit .

Now you’ll need a semicolon separator between each e-mail address. To do this, highlight the row and press Ctrl+F to do a Find and Replace . Find all the address endings (such as com) and add a semicolon (com;) as a replacement.

Finally, copy (Ctrl+C) all the addresses, open your e-mail application, and paste them in the block after To

 

SPONSORED REPORT

2019 State of Financial Reporting Survey

We surveyed nearly 600 finance and accounting professionals on their month-end close and reporting processes. See the results.

VIDEO

What RPA is and how it works

Robotic process automation is like an Excel macro that can work on multiple applications, says Danielle Supkis Cheek, CPA. RPA can complete routine, repetitive tasks such as data entry, freeing up employee time from lower-level chores.