Outlook: Create mailing list from Excel spreadsheet - how it works

In this practical tip, we will show you how to create a mailing list from an Excel address table in Outlook.

Step 1: Adjust the Excel address list for the Outlook Mail distribution list

Before you can import your contact list into Outlook, you have to prepare it first. Otherwise Outlook cannot handle your spreadsheet. The following example is based on Office 2007, the differences to Office 2010 are mentioned in the text. We will explain the individual steps again in the picture gallery below.

1. Select all the rows and columns that you want to insert.
2. In the ribbon under "Formulas" you will find the item "Define names".
3. Here you can name your marked data records (see picture). For example, choose a name like "Contacts" and click Ok.
4. Save your list as an "xls" file or as a csv. Outlook may not "understand" the newer xlsx format.
5. Your address list is now ready to be imported into Microsoft Outlook. Now close Excel.

Step 2: integrate Excel table in Outlook

You can now import your contact details into Outlook as follows:

1. Outlook 2007: Open the "Start" tab and click on "Import / Export ...". In Outlook 2010 you can get to the "Import" dialog via "File | Open".
2. The "Import / Export Assistant" opens. In the list, select "Import from other programs or files" and click "Next".
3. In the following window select "Microsoft Excel". Clicking "Next" confirms your entry.
4. Go to "Browse ..." and select the previously saved Excel list. If you want to avoid duplicates from the list being created, you should also check the "Do not import duplicates" option.
5. Select "Contacts" as the destination folder.
6. Mark the line "Import contacts into the folder: Contacts". If you assigned a different name in the first step, this will be displayed instead of "Contacts". Then click on "Map (custom) fields".
7. On the left side you can now see your values ​​from the table. Now assign them to the fields on the right-hand side using drag and drop. An example: You assign the name "Tony Stark" to the "Name" field. The associated email address is in the "Email" section. You can of course also assign other values ​​such as address, telephone number, fax etc.
8. Confirm your entry with Ok and click on "Finish".
9. Now you have imported your address list from Excel into Outlook.

Step 3: create mailing list

Now all you have to do is create a distribution list. In newer versions of Outlook, this list is called "contact group".

• Under "File" navigate to "New" and select "Distribution list" (Outlook 2007). In Outlook 2010 you create a distribution list via the entry "Contacts" (bottom left) and then in the menu bar "New Contact Group".
• Click "Select Members" and select "Contacts" on the right of the Address Book grid.
• Now you can add any number of imported contacts to the list. Confirm your choice with Ok.
• You can now name the distribution list. Confirm your entry with "Save & Close".

Note: This practical tip was carried out with Excel 2007 and Outlook 2007. Depending on the version, the individual steps may differ slightly from the instructions.

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