This trick is so handy if you have a table with contacts, or if you’ve exported contacts from Outlook into a table, and you would like to create a block of email addresses separated by semicolons that you can copy-and-paste into the “TO” field of an email. The example I have here only has a few emails (of my favorite female sitcom characters), but you can follow the same steps for a lot more email addresses!
Here’s an example of what you might have in Excel:
If you want to create a block of email addresses (separated by semicolons) that you can copy and paste into the “TO” field of an email, read more
Here’s how you do it:
1. In Excel, highlight the list of email addresses. Start from the last cell in the column and highlight up. Copy and paste the list into Word.
2. In Word, highlight the table and select Table Tools> Layout> Sort (in Word 2003 it’s Table>Sort) and then “OK” (this sorts out all the contacts that don’t have email addresses). Highlight the blank cells and delete them by right clicking and selecting “delete rows.”
3. With the table still highlighted, select Table Tools> Layout> Convert to Text (in Word 2003 it’s Table> Convert >Table to Text).
4. Make sure “paragraph marks” is selected and then hit “OK”
You now have a list of email addresses, separated by paragraph marks (you’re almost there!)
5. Highlight the text and select Home> Replace (or ctrl + f, then select the replace tab). In the “Replace” window, select “More” (see 2). Place the cursor in the “Find what:” field, then select “Special” (3) and “Paragraph Mark” (4).
6. In “Replace with:”, type “; ” (semicolon with a space after it). It should look like this:
Select “Replace All”
7. You now have a list of email addresses, separated by semicolons.
You can copy and paste this in to the “TO” field of an email and send it out!