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How do I list multiple email addresses?



How do I list multiple email addresses?


If you're like most people (including me), your primary Gmail account is probably something simple like "myaddress@gmail.com." But what if you have more than one address that's associated with a particular service or domain name? How can you keep track of them all so they don't get mixed up when sending out emails?

It turns out there are many different ways to handle this issue, and it depends on whether you want to stick to plain English or add some geeky flair. Here we'll take a look at how to properly set up multiple email accounts for both cases. We'll also discuss why you should avoid using periods (".") as separators between email addresses — and, yes, we'll even show you how to make Outlook accept these multi-account configurations without error messages!

First, let's start with the basics: What symbols separate each individual email account? A comma will work fine for non-Outlook users. If you're working in Microsoft Office 365, however, the company recommends separating each email by a semi-colon instead. This has been its standard practice since 2013. So if you've recently switched from Hotmail/Live Mail to Outlook, be aware that any old files you might still have saved could cause issues. Hopefully you won't run into this problem too often, but just remember: Use commas outside of Outlook, and semi-colons inside.

For those who'd prefer not to bother learning new syntax, here's another option. Just type everything into Google Docs, then copy and paste it into your preferred text editor. It works just as well as anything else does. And hey, now you know two things about HTML code!

Now that we've got the grammar down pat, let's talk about formatting. In general, you shouldn't need to worry about adding any special characters to your email addresses except where otherwise specified. For example, Gmail doesn't allow spaces within usernames; it only accepts letters, numbers, underscores, hyphens, and plus signs. However, other major providers may vary. Also note that while Yahoo allows upper case characters in user names, it forbids lowercase ones. Some sites require uppercase letters in username fields regardless of case sensitivity, though.

So first off, if you haven't already done so, ensure that every single person whose information you plan to include in an outgoing message knows their full email address including the "@" sign. You never know when someone might accidentally delete part of their info and try to log into Facebook with nothing but an @domainname.org email address. Not good.

You can leave out the "http://" portion of the mailto link, because it isn't necessary. The recipient simply needs to click on the.com extension to open up your default web browser. When you compose the email itself, however, always place the http://www.example.com after the ".com". That ensures the correct URL gets loaded no matter which device they read the email later on.

In terms of formatting, this really comes down to personal preference. Plain English seems easiest, especially if you're dealing with numerous addresses over time. Still, using periods (".") to seperate words makes sense, because unlike punctuation marks, they aren't used elsewhere in normal speech. As such, it's best to avoid putting unnecessary clutter before or after email addresses.

Finally, the last thing we need to cover is whether to space out your various addresses or lump them together. There's no right answer to this question, but generally speaking, it's better to split them up if possible. First, think about how you would normally organize similar items in folders on your computer. Then consider how much easier it would be to search through a long list of email addresses rather than a bunch of short ones. Finally, ask yourself if you'd ever forget exactly which box was supposed to receive which piece of correspondence. Most likely, the answers will point towards splitting them apart.

With all that said, let's say you decided to follow our advice above and combine all your email addresses onto one line anyway. To prevent confusion, it wouldn't hurt to apply some basic color coding. One easy solution is to give each individual address a unique background color. Another approach is to assign slightly different themes to each email address. For instance, let's say you had three addresses related to social media: facebook@email.com, twitter@email.com, instagram@email.com. You can create custom filters based around certain colors to automatically forward incoming links to specific profiles. Or you can label each profile with a distinctive icon to quickly recognize it at a glance.

And finally, how do I list multiple email addresses in Outlook?

The same rules hold true when listing additional email addresses in Outlook. Simply enter the addresses and choose either method outlined earlier. Remember to adhere to whichever convention you decide upon. Once again, be sure to double check any old documents you may have lying around, particularly if you were previously operating under the misconception that periods separated email addresses in MS Word.

How do I write multiple email addresses?

To begin, select New Message... from the File menu bar. Next, input your email address(es) into the Recipient field. Click OK once you've done so. Now repeat the process until you've entered as many addresses as you wish to send to.

Alternatively, you can also do the same thing via Insert - Email Field… from the ribbon menu. Drag the cursor across the row to fill it up and release it when finished. Repeat the process until you've completed your list.

As mentioned earlier, you can skip entering the "http://" portion of your URLs if you feel comfortable doing so. Likewise, you can choose to omit the "mailto:" command entirely and simply append your email addresses directly to the end of your subject line. Of course, this is optional.



How do I format multiple email addresses?

Once you've written out your addresses, head back to Home & Layout Options… and scroll down to Additional Formats. From here, you can change the Separator character. Since most people tend to favor commas, this setting will determine how Outlook handles your lists.

Click Change… next to this section and you can adjust the options further. Under Multiple eMail Addresses you can toggle the Enable Multi Address Support button. Doing so will enable support for separating your addresses with colons. Be mindful of the fact that Outlook prioritizes local settings whenever conflicting values exist, meaning you cannot override this behavior.

Here's what happens when you turn off the feature. Say you have four email addresses: abc1@outlook.com, xyz2@outlook.com, 12345@hotmail.com, and zxyz3@yahoo.com. Without enabling multi-address support, Outlook treats your second address as subdomains (i.e., outlook.com). Thus, it automatically converts it to "abc1@outlook.com," which means anyone trying to reach xyz2@outlook.com actually sends the request to abc1@gmail.com. Meanwhile, Outlook tries to parse yahoo.com as being the sender's actual address, resulting in an error.

This is basically what occurs when turning off multi-address support. Afterward, Outlook recognizes your two email addresses as completely independent entities. Any attempt to contact one leads to delivery failure. Even worse, if you happen to misspell any of the addresses, you could potentially find your own inbox flooded with messages sent to incorrect destinations.

That's pretty bad. Fortunately, it's easily remedied by enabling multi-address support. All you have to do is switch back to the previous configuration.

What symbol do you put between email addresses?

Most people opt to replace commas with semicolons (which typically appear in programming languages) when writing out email addresses. Why? Because it looks cleaner and helps maintain consistency throughout your document. Unfortunately, this causes problems when inserting multiple addresses into Outlook.

Semicolons are technically valid according to RFC 822, but Outlook interprets them differently. Instead of parsing the entire string as one email address, it splits it up into smaller chunks. Each chunk becomes its own entry in the To:, CC:, and BCC: fields.

One workaround is to use parentheses. They function similarly to commas, but they don't mess with the order of the entries themselves. Therefore, it doesn't affect how Outlook processes your list. Note that you must enclose your entire email address in parentheses in order to insert it successfully. Otherwise, Outlook assumes you meant to reference the following word instead.

Another alternative is to swap out the period-separated version of the addresses with dashes. Dashes are technically invalid per the aforementioned standards, but many people believe them to be preferable to regular periods. Again, you can safely ignore the specifications if you see fit.

Lastly, you could also use quotation marks. Depending on your preferences, this might look nicer than the alternatives. Like semicolons, quotation marks won't alter the order of your addresses. On top of that, they play nicely with Outlook and don't throw off spacing conventions.

If there's one thing that can kill productivity faster than procrastination it's being interrupted by too many incoming messages and notifications. It doesn't matter if they're from Slack or your inbox—if you get more than three at once, it becomes overwhelming very fast.

Luckily, we live in an age where anything is possible. If you want to see who all sent you an email without having to check each person individually, here's how to create a spreadsheet with email addresses and attach it as a document.

How do I consolidate emails in Gmail?

Gmail lets you quickly view several people at once when you have them listed within a single conversation window. This feature comes in handy for example when sending out group emails on behalf of your team or adding guests to event invitations. You'll need to be logged into Google Contacts to take advantage of this functionality.

To start, open up the message box (the default keyboard shortcut Ctrl + E) and type everyone's name you'd like to add to the thread. Once you've found what you're looking for, highlight those names using either mouse clicks or Shift+Tab keys. Then choose More " Copy contact to copy all details except the label. As soon as you hit Enter, Gmail will paste everything inside its own new chat tab.

This method only works well for small groups though. If you'd rather keep track of these contacts separately so you don't have to scroll through dozens of tabs every time, try consolidating instead. Clicking on More " Consolidate should give you similar results but won't let you edit the labels manually. The option also appears under Settings & Labs.

Regardless of whether you consolidated earlier or not, you may now notice that some of your contacts show up twice. That's because Gmail automatically lists both individuals' profiles next to each other. To remove duplicates, click on More " Merge Conversations.

You could also follow our previous guide to change your Gmail profile picture and make yourself look unique.

Sometimes you might receive an email that contains links to files or documents stored elsewhere. In such cases, you can avoid opening said emails by linking them right to the attachments. All you need to do is forward the original message and include whatever information you wish to share directly within the forwarded version.

For example, say you received an important report via email. Instead of downloading it first, just forward it to yourself and include any relevant info regarding its contents—like titles, authors, dates, etc.—in the body of the text itself. When clicked, these hyperlinks will bring users straight back to the file location.

Simply head over to Settings & Forwarding/Mailing and tick Enable forwarding. Afterward, fill out the address field with your personal account. Now whenever you forward messages to this number, attachments included, you can simply delete the forwarded ones and leave space for the originals.

The same goes for sending emails: Simply append any additional data you would like to share alongside attachments. For instance, if you want to tell someone about your plans, mention something specific related to their interests in the subject line. On top of letting them know exactly what you intend to provide, you can even ask them to confirm receipt before doing so.

How do I send a list of email addresses?

It isn't always convenient to send bulk emails to large numbers of people. Sometimes you may want to find a quick solution to sending individual emails to a bunch of people at once. Or maybe you'd prefer to stay away from spam filters altogether since most messages sent to multiple people tend to end up mixed together anyway. Whatever the case, you can easily turn a long string of comma-separated email addresses into a neat column of recipient names within seconds. Just remember to replace commas with semi-colons if you use Microsoft Outlook.

First, put all your intended recipients into separate columns. Next, select all rows containing their respective names, then press Ctrl + C followed by Edit " Fill Rows. Finally, switch to the Home menu and navigate to Tools " Script Editor. Paste the following code into Script editor's blank canvas:

var arr = str1.split(',');for (i=0; i<arr.length; ++i){document.write('"')}

In addition to putting your recipients into different columns, you can also break them down further. Say you wanted to write a letter to your mom about her upcoming birthday party while simultaneously inviting friends to join along. Create two columns for the purpose. Within each of these two columns, split off subgroups based on the last part of each person's email address. So Joe Smith from jsmith@gmail.com would become joe_s __m__ @gmail.com, and Jane Doe from d _o___n@yahoo.com would become jane_d ___ @yahoo.com.

Then, pick all instances of letters between uppercase vowels, lowercase consonants, underscore symbols, and periods. Select the cells you want to apply this formatting to, and run the script again. Repeat until done. Your final result should look something like this:

Now that you've got the hang of splitting apart email addresses, why stop there? You can actually combine entire sentences into smaller chunks as well! Use the same process outlined above to divide longer phrases into shorter components, and voilà —you've successfully turned a paragraph into a series of discrete paragraphs within minutes.

How do I send a list of email addresses to someone?

There are times when you need to send an email to a set of people whose full mailing addresses aren't immediately available. Maybe you forgot them, or perhaps you haven't had a chance to obtain them yet. Regardless, you can still insert those addresses into the body of your message. First, prepare a list of addresses separated by a pipe symbol ("|"). Then, input that list into the body of your message, replacing spaces with underscores. Lastly, wrap the whole lot in quotation marks. Here's an illustration:

John | Fred | Charlie Brown: johnfredcharliebrown@gmail.com

Once you save your work, the pipe character will act as delimiters, separating each entry from the rest. Of course, you can skip the middleman entirely and just enclose your list of email addresses directly in quotes. And yes, you can embed images and tables as well.

Have something to add to this story? Share it in the comments.

You can't believe it took until my 30s for someone to teach me how to handle more than one email address at a time. In college, this was something that came up every semester when applying for housing or jobs and just never really got addressed properly. So now here we are with Gmail, iCloud accounts, Yahoo Mail, Hotmail (ugh), AOL emails…the list goes on!

If you want your email client of choice to automatically forward messages from those other services to an inbox of your choosing, then we've got some tips for you. Here's what you need to know about combining different email addresses onto one account in popular programs like Microsoft Outlook and Apple Mail.

First things first — if you're using any sort of web-based email service, such as Gmail, Google Apps, etc., there may be restrictions based on where these services store your information. For example, Gmail stores your username info and password locally, so if you have the option to log into it via IMAP/POP3 enabled, then you should take advantage of that feature. If not, make sure your mail is synced between devices by logging into each program separately. This will ensure all your data is accessible no matter where you check your email, but also means you'll have access to everything through one place.

Now let's get down to business...how do I list multiple email addresses in Outlook?

It’s easy enough to set up forwarding rules within Outlook itself. First, find "Rules" under “File & Options.” Then click New Rule…. Choose “Forward Message To,” select the default outbox folder, choose whether to apply the rule only to new items, or always, and finally set the action to either move message to another mailbox, copy message to another mailbox, create a task, flag message for followup, delete item, or none. You can even choose to skip creating a task altogether and simply mark the original message as completed.

Once you’ve created this rule, whenever you compose a new email to anyone in your primary inbox(s) and wish to direct them elsewhere, you can simply type @ followed by the recipient’s name, separated by a comma. The system will recognize this as additional addresses and populate the fields accordingly. Just remember that if you’re sending an email to someone who doesn’t use Outlook, they won’t see anything else besides the subject line and body text. They won’t know where you sent it from, so don’t worry too much about formatting.

How do I add multiple email addresses to one email in Outlook?

This method works best if you have both emails AND phone numbers associated with your various accounts. Once again, since most people probably aren't familiar with doing this, we'll give specific instructions per app below.

Apple Mail: Adding a second email address isn't difficult—just hit +Add Account and fill out whatever details you require. Hit OK once done. Now head back over to the Accounts tab, scroll down to Other Email Addresses, double-click the account you added earlier. From here, you can change the settings of your secondary email address however you'd like, including changing its Primary Address or making it Forward to Another Address instead of POPing directly to it.

One thing worth mentioning is that if you happen to receive spam to your main email address, it might end up going to your secondary address as well. Keep an eye out for this. Also note that adding an extra account decreases the amount of space available in your free mailbox. It takes up 5GB max.

Outlook 2016: We covered setting up a new email address above, though it's worth noting that Outlook has made it easier than ever before to manage your subscriptions. Go to File " Info " Manage Subscriptions and select View All.... Click Create Filter.... Type in the box next to Subject Line [and] Sender Name and press Enter. Repeat this process for each of your desired filters. Head to Folder Sync Settings (or Fetch Messages) and tick Always Use Default Synchronization Mode. Finally, adjust the Sync Boxes slider to On.

Outlook 2013: Open up the Rules Manager window by clicking Tools " Rules Manager. Select the Plus button (+). Next, pick Move Message to another mailbox as the Action. Set the Destination field to your preferred location, like Sent Items. Pick Yes in the When a new message arrives section.



How do I group email addresses in Outlook?

Surely you must have come across situations where you wanted to send a mass email to several individuals without having to individually input everyone's email address into the BCC field. Luckily, grouping email addresses in Outlook is pretty simple.

In Outlook 2010, 2007, 2003, XP SP2, 7, Vista, 2005, 2008, 8, and 10, right-click anywhere inside the CC field and select Group..." Follow the prompts to complete the rest. Alternatively, simply open Edit " Find & Change... from the menu bar. Again, the options you have depend on the version of Office you're running.

For Outlook 2011, 2012, 2013, 2014, 2015, 2016, 2017, 2018, 2019, and 2020 users, you'll actually find two ways to perform this feat. Either double-click on the CC field and select Groups... or right-click anywhere inside the CC field and select Send/Receive /Group.. These actions work exactly the same, with the exception being that you cannot edit the CC field in the latter case.

How do I combine multiple email addresses into one?

The easiest way to accomplish this would be to opt for a third party tool designed specifically for merging email addresses. There are many tools out there that promise to help you achieve this goal, but we recommend avoiding most of them. Instead, look for apps which allow you to import existing contacts and sync them across platforms, meaning you would still keep your current contact info while simultaneously managing all your incoming emails through one single platform. One of our favorite choices is Contactually, as it offers unlimited storage space for your imported contacts, allows you to filter emails by category, includes powerful filtering capabilities, supports importing from Facebook, LinkedIn, Twitter, Google Contacts, and more, and provides great reporting features.


Author

Mathieu Picard

CEO, Anyleads, San Francisco

We are the leading marketing automation platform serving more than 100,000 businesses daily. We operate in 3 countries, based in San Francisco, New York, Paris & London.

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Anyleads
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The perfect product to generate high quality leads from B2B to B2C.

  • Access / extract from more than +15M B2B companies.
  • Extact local businesses from Google Maps.
  • Find company domains from names.
  • Get all employees emails from a list of domains.
  • Send all the data to your CRM via Zapier.
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Anyleads
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Extract emails, phones on the page of websites and download it to Excel or CSV.

  • Upload a list of websites to extract emails.
  • Export phone numbers from landing page.
  • Export social media urls (Facebook, Instagram ..) from pages.
  • Export to CSV or Excel in one click.
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Discover each day thousands of new companies registered on Internet.

  • Prospect new businesses registered on Internet.
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  • Export all the leads into Excel or CSV.
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  • Install and customize the widget on your website.
  • Collect more reviews, increase your SEO position.
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  • Export reviews into Excel or CSV.
  • Send reviews directly to your CRM.
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