How to Merge Email Lists
As a business owner or head of your organization's e-mail marketing team, over time you may compile e-mail addresses from various sources. For instance, when customers place online orders, you'll have a database containing their order e-mail address. If you get e-mail inquiries from people requesting more information, your e-mail account also holds a database of e-mails you can include in future mailing. Save all of those separate lists to a CSV or text file to your computer then use one of three options to merge them into one comprehensive list.
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Instructions
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Use Microsoft Access to merge your various e-mail lists into one file. The "External Data" tab on the Access main menu allows you to pull various types of files (including text, spreadsheet, HTML, Microsoft Outlook, Lotus, and other Access documents) into one database file. After importing the various files, you can then format the information to your liking so that it all looks the same and can run Access reports and queries. Access also has a "Find Duplicates Query Wizard" that allows you to find and remove all duplicate e-mail addresses from your combined file.
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Import your lists into one file in Microsoft Excel as another option. If you use this method of combining your e-mail lists, click the "Data" tab and then use the "Get External Data" section to pull from various sources into one Excel file. Excel allows you to import e-mail lists from other Excel files, text, Access, and a variety of database documents. With this method you can get rid of duplicates using the "Remove Duplicates" tool on the "Data" tab.
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Use the Constant Contact e-mail newsletter service to merge all of your e-mail lists as another alternative. This is an online service that allows you to manage your e-mail contacts from your browser. Create an account (the service offers a free trial) and choose the option to create a new mailing list. The service allows you to upload a series of various types of files, including text, Excel, and CSV format documents, into one merged list.
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Tips & Warnings
The article refers to Microsoft Office 2007, but the information is similar in other versions.
