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

Get your clients ready for tax season

These year-end tax planning strategies address recent tax law changes enacted to help taxpayers deal with the pandemic, such as tax credits for sick leave and family leave and new rules for retirement plan distributions, as well as techniques for putting your clients in the best possible tax position.

RESOURCES

Keeping you informed and prepared amid the coronavirus crisis

We’re gathering the latest news stories along with relevant columns, tips, podcasts, and videos on this page, along with curated items from our archives to help with uncertainty and disruption.