How to Export an Outlook Distribution List

How to, videos0 comments

If you’ve got a distribution list on Outlook and you now want to use it in other programs such as email marketing, then you will need to download the list on to your computer.

This blog outlines the steps that you will need to take to download your distribution list and save it in a format that you can use in other software such as an email marketing or contact management program.

Alternatively you can watch the video below.

• First of all locate your distribution list on Outlook and double click to open it.

• You open up a new dialog box which lists the names and email addresses of the people on the list.

• Click on the “Send” drop down menu in the menu bar at the top and select “In Internet Format”.

• You open up a new email dialog box with the distribution list attached as a plain text file.  Open the plain text file attached to the email by double clicking on it.

• Copy the contents of the plain text file (information from the distribution list, eg names, email addresses etc) by selecting the text, right clicking on it and then selecting Copy from the menu.

• Now open up an Excel spreadsheet, click on the first cell in the sheet, and select Paste from the menu bar at the top.

• This will paste the names and email addresses from the plain text document into the appropriate columns in the spreadsheet.  You may need to adjust the width and height of the columns and rows.

• Ensure everything has been copied across correctly and then click on the Office button on the top left of the menu bar and choose Save As from the menu.  Give the spreadsheet a name and in the “Save as type” drop down box underneath, choose CSV (comma delimited).  This saves the spreadsheet as a CSV file which is basically the same as a normal Excel spreadsheet but without any formatting. Ignore any dialog boxes that pop up – just click on OK or Yes.

So now you have the distribution list in a format that be uploaded to other programs such as MailChimp or Aweber for email marketing, or Capsule for CRM database management.

Valerie Eaton is a virtual assistant who provides online admin and marketing support to small business owners and self-employed professionals who are feeling overwhelmed by their workload and want more time to focus on growing their business.

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