How do you create an email distribution list from an excel list of contacts?

To create an email distribution list from an Excel list of contacts, you can follow these general steps:

1. Prepare Your Excel Spreadsheet: Ensure your spreadsheet contains a column with email addresses and any other necessary contact information. It's helpful to include headers for clarity.
2. Import Contacts into Outlook: You can import the contacts from your Excel spreadsheet into Outlook. This typically involves saving your Excel file as a CSV (Comma Separated Values) file and then using the import feature in Outlook to add these contacts to your address book.
3. Create a Distribution List: Once the contacts are imported into Outlook:
   • Open Outlook and go to the People section.
   • Select New Contact Group or New Distribution List.
   • Name your group, and then add members by selecting them from your contacts.
   • You can search for the imported contacts by their names or email addresses.
   • Save the distribution list.
4. Send an Email: Now that your distribution list is created, you can compose a new email and select the distribution list as the recipient. This will send your holiday message to everyone in that list.

Make sure to check that all email addresses are correct and that you have permission to email those contacts to comply with privacy regulations.

References:

• Create distribution groups in the Microsoft 365 admin center
• Send Microsoft 365 email as a distribution list

Dear @Jonathan Krueger, 

Thank you for posting your question in the Microsoft Q&A forum.   

I understand you have an Excel spreadsheet with contacts and email addresses, and you’d like to create an email distribution list to send a holiday message to everyone. 

Outlook does not allow you to create a distribution list directly from an Excel (.xlsx) file. Instead, contacts need to be imported in a CSV (Comma-Separated Values) format so Outlook can correctly map fields like “Email Address” and “Name”. After importing, you can create a Contact Group (distribution list) for sending your message. 

Since you didn’t specify whether you’re using New Outlook or Classic Outlook, you can follow the steps provided in the Q&A Assist. I noticed that some steps might lack some details, so please refer to the additional information below for clarification. 

Step 1: Prepare your excel file 

You can use this as an example of how to prepare your Excel file. This sample was created in New Outlook for reference. 

You can download this sample in New Outlook by navigating to People > Import contacts > Sample CSV. 

Step 2: Save as CSV.  

Step 3: Import contacts into Outlook. 

• New Outlook 

To import the file, go to People > Import contacts, then select and upload the CSV file, and click Import. 
Please allow some time for the process to complete; the contacts will appear under Your Contacts once the import is finished. 

• Classic Outlook 

Go to File > Open & Export > Import/Export. 

Choose Import from another program or file > Comma Separated Values > Next. 

Browse and select your saved CSV file. 

Choose how to handle duplicates: Create duplicates is safest. 

Map your CSV columns (e.g., Email Address > Email Address) correctly in Outlook’s wizard. 

Complete the import, your contacts now appear in the Contacts (People) list. 

Step 4: Create new contact list or new contact group 

• New Outlook 

• Classic Outlook 

Step 5: Send your Holiday message 

Create a new email in Outlook and add your Contact Group in the To or BCC field. 

Compose your holiday greeting and send it to all recipients at once using a single group address. 

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I hope this information is helpful. Please follow these steps and let me know if it works for you. If not, please share the version of Outlook you’re using so we can work together to resolve the issue. 

Thank you for your patience and understanding. If you have any questions or need further assistance, please feel free to share them in the comments on this post so I can continue to support you. 

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