How to Create a New Mailing List in Outlook From an Excel File

The comma-separated values (CSV) file format is commonly used to transfer lists of information on the Internet. The format is useful because most computers have a program that can read it, such as Microsoft Excel. However, you may be lost as to how to use the information contained in a CSV file to accomplish a task such as creating a mailing list in Outlook. Create a new address book in Outlook using the data in an Excel CSV file, then use the data imported to create a mailing list.

Difficulty: Moderately Easy

Instructions

1. Open the list in Excel. Right click on the letters on top of each column and click "Delete" to remove each column from the file except those for each list member's first name, last name, and email address.

2. Click "File" or the Microsoft Office logo in Excel 2007, then click "Save As." Save your file in the .CSV format.

3. Open Outlook. Click "Contacts" then look for the "My Contacts" area on the upper left corner of the screen. Right click in this area, and click "New Folder." Type a name for the folder and hit "Enter."

4. Click "File," then click "Import and Export." Choose "Import from another program or file," and click "Next."

5. Chose "Comma Separated Values (Windows)" from the list, and click "Next."

6. Click the "Browse" button. Navigate to the CSV file, and double click it. Click "Next."

7. Browse the list under "Select destination folder" until you find the new folder that you created. Click it, and click "Next."

8. Click the check box under "The following actions will be performed," and click "Map Custom Fields." Drag the three fields from the "Value" area on the left side of the screen to the "Field" area on the right, so that they match up with the "First Name," "Last Name" and "E-mail Address" fields. Click "OK," then click "Finish." The Excel file will be imported into a new Outlook address book, and you will be returned to the "Contacts" screen.

9. Click the arrow next to the "New" button at the top of the screen, and click "Distribution List." An untitled Distribution List window will open.

10. Click "Select Members." Click the drop-down menu next to "Address Book," and choose the book with the name of the folder that you created in Step 3.

11. Hold the "Ctrl" key on the keyboard, and click each name on the list until they are all highlighted, then click the "Members" button at the bottom of the window to have them appear next to the button. Alternatively, you can simply double click each name. Click "OK" when you are finished.

12. Type a name for the mailing list at the top of the window, then click "Save & Close." Type this name into the "To" field of a new email to send the email to each member of the mailing list.

References

• Hollins.edu: Creating a Distribution List from an Excel Spreadsheet