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How do you separate multiple email addresses?



How do you separate multiple email addresses?


Do you have many contacts, like me, who are prone to sending out emails with only one recipient per line—and then wonder why they don’t get any replies?

It could be that your recipients use Microsoft Office versions older than 2016, which doesn't support separating multiple email addresses on a single line. The good news is that it's easy enough to fix. Here's how to properly send emails with several different people in them (or at least make sure those messages will actually go through).

The most common reason we give up when trying to split our email address into two lines seems to be because we're used to typing "To" and then adding names separated by just a comma. We've been doing this for so long, there was no alternative. But now there is! And if your boss or colleague uses an old version of Office, here's what to do about it.

First things first, let's take a closer look at how we typically type someone else's address using a modern computer running Windows 10 or newer. This example comes from my Gmail account but should apply generally across all major email providers. You'll see that we add their entire email address as one big chunk, not separately.

For instance, instead of entering “amy@emailaddress.com," we might write something like “amy @gmail.com." If you try to enter such an address directly into Mailto: field, like we would normally, you’ll trigger some kind of error message. Instead, we need to wrap each individual part in quotes, like this: 'amy @gmail.com,'.

So where does that extra apostrophe come from? In fact, it appears after every period or full stop inside mail client programs like Thunderbird, Apple Mail, etc., while Chrome has its own set of rules. As far as I know, Firefox never follows these rules. Regardless of browser, however, the same result occurs whenever we want to separate two parts of the email address into two rows. So, where did it come from?

In short, it's due to legacy software practices. Older versions of Word used to accept a comma between letters of an address without putting quotation marks around them, thus allowing users to easily type email addresses. That practice carried over into other office suites, including Outlook, until Microsoft changed it in 2003. Since then, unless you specifically request otherwise, the program automatically adds an additional apostrophe in front of each word. Why they added this isn't clear, though maybe they were afraid you'd misspell their product name.

As mentioned earlier, Outlook prior to 2016 didn't allow us to specify multiple email addresses on a single line, even though almost everyone knew this trick already. Even if you had a new profile created in Outlook Express, you couldn't add two accounts under the same general label. However, once Outlook 2016 came along, you could finally create profiles within profiles, making it possible to assign labels to specific email accounts.

Now let's say you wanted to send an email to five different people, rather than having to copy-paste their whole email address into the To: box. First, open the original email containing the person's addresses. Then right click anywhere within the body text and select Properties. Now switch to the Customize tab. Finally, under Field Options, uncheck Separate Emails Into Different Lines, hit OK, and close Outlook.

This option may seem confusing since it looks like you're turning off an existing feature. What happens is that the system will still put everything onto a single line, except it will force certain characters to appear outside the quote/apostrophe boxes. For instance, it won't leave any space before the opening bracket []. Doing so prevents the user from accidentally clicking one of the brackets during composing mode.

Here's another tip for anyone wanting to keep track of their personal email correspondence. While writing an email, hold down Ctrl + Shift keys on your keyboard simultaneously. A popup menu will appear above your cursor, showing options related to punctuation and formatting. Select Address Book Entry from the dropdown menu and choose Add Contact From Email. A pop-up window will appear asking you to fill out various fields, including Name, Company, Phone Numbers, etc. Be careful not to confuse this option with New Message Window, which opens a separate application window. Once done, simply press Enter to insert the data.

If you ever run into problems with either of these tips, check out this article detailing ways to help solve Outlook 2010 issues.

How do I separate a list of email addresses?

There are several methods available for splitting a list of email addresses into columns. One popular method involves copying the email addresses from one document and pasting them into a second document of the desired width. Another approach involves creating tables within documents via Insert - Table command. Unfortunately, neither of these solutions work well if you plan to paste the results back into an email message later.

I prefer a third technique called cut & paste. Simply highlight the contents of your message and use CTRL+X followed by CTRL+V to move the selection elsewhere. Alternatively, you can also drag and drop highlighted paragraphs to rearrange them. When finished, release your mouse button. Your selected words will turn green, indicating that they are copied successfully. Notice that depending upon font size, bolded text will show up differently. Bolded text contains special characters that aren't usually found in regular fonts. Thus, you must manually change the format of the text to match the rest of the paragraph.

How do I separate email addresses in BCC?

BCC stands for blind carbon copy. This function allows you to share information with multiple parties without giving away the identity of the sender. By default, BCC copies the author of the message, too. However, you can disable this behavior by selecting Multiple Recipients from the BCC dropdown menu. Also, notice that the option to block the author from viewing BCC content is turned off by default.



How do I separate multiple email addresses in Excel?

Excel provides built-in functionality for dealing with lists of email addresses. When importing contact info into Excel, you can tell whether you wish to merge cells together or treat them as independent entries. Head to Data - Import Range and select Text File (.txt) from the dropdown menu. Next, navigate to and double-click on the file to import it. Upon completion, your imported data will populate the spreadsheet.

Head to Home - Editing Cells and select Merge Cell Contents. Hit OK to confirm your decision. Now, select the column header you wish to organize, i.e., the leftmost column. Click Edit Protected View on the ribbon bar and ensure that Protect Sheet Contents is unchecked. Hit Apply and OK again to save changes.

You can also split an email address into multiple rows by following these steps: 1.) Highlight the cell(s) you wish to convert. 2.) Right-click and select Format Cells... 3.) Switch to Alignment group and select Horizontal alignment 4.) Use Selection buttons to select Column Width, Row Height, and Line Spacing 5.) Set Rowspan property 6.) Drag border handles to resize borders accordingly 7.) Press Ok 8.) Repeat Step 5 for the next row to achieve multi-row layout 9.) Change Border Color to suit taste.

How do I separate email in Outlook?

Outlook offers plenty of flexibility for setting up multiple email accounts. There are three main ways to accomplish this task: 1.) Create a rule to direct incoming emails from particular domains to a specified folder. 2.) Configure aliases to forward email messages from a primary account to secondary ones. 3.) Assign email groups to accesses, enabling separation among similar types of messages.

Let's start with step #1. Open Control Panel - Administrative Tools - Rules and Alerts. On the Manage Rules screen, scroll down to find Domain Filter Rule and click on it. Under Filters, click Advanced Find. Double-click on Forward Lookup Zone. Type in the domain name you wish to filter. Make sure the Include Match Box includes All Words radio button. Click OK to finish.

Next, head to Control Panel - E-mail Accounts - Account Settings. Scroll down to Direct Send Using POP3 section and click on Aliases. Browse to the alias configuration page associated with your preferred inbox. Click New... and input necessary details. Please note that you can only link a maximum of four outgoing servers to your mailbox. Remember to delete unwanted aliases afterwards.

Finally, you can combine both approaches by configuring forwarding rules in addition to assigning custom filters for various domains. Let's assume you have two email addresses: johnsmith123@yahoo.com and johndoe321@gmail.com. You can configure Yahoo! Mail to forward messages sent to johnsmith123@yahoo.com to your Primary Inbox, and gmail.com to forward messages sent to johndoe321@gmail.com to your Secondary Inbox. Additionally, you can instruct Gmail to route messages sent to both addresses to your Primary Inbox.

If you've ever sent out an email and then received a response from someone who used two different email addresses, it may have left your head spinning for hours wondering how they managed that trick.

And if you're like me, this is something you'll probably encounter again in the future. Thankfully there are various solutions available that will help you deal with separating multiple email addresses while keeping all of them under one inbox. Let's take a look at some of those methods.

Can I have to separate email addresses on Gmail?

Yes! However, because many people use Gmail or another web-based mail service, most users won't see any change when using these tools. This means that even though Microsoft Office has had support for multiple user profiles since 2010, Outlook hasn't supported this feature until now.

Gmail offers three ways to create new accounts which will allow you to send messages separately from other users within your account. The first method involves creating additional email addresses through "Canned Responses." With this setting enabled, you can choose whether each individual address should be able to receive responses back via email or just view them as read notifications (like what happens currently). You can also select whether or not anyone outside of Google should be able to access your Canned Response settings. Lastly, you can set up filters so that only certain types of emails get forwarded to specific recipients.

The second option allows you to add multiple email addresses to your existing profile by clicking on Settings & Accounts. From here, click Add Account & Create New Email Address. Then enter information about the new address including its password and signup date. After that, follow the steps above to enable Canned Responses and forward emails accordingly.

Lastly, the third method lets you add multiple addresses to your account without having to go into settings every time. Simply open Chrome Inspector (right-click menu) and scroll down to Network. There you will find options to toggle between viewing cookies or disabling them entirely. Clicking Cookie Preferences opens a window where you can manage your cookie preferences. To add multiple Gmail addresses, simply check off Show my local website for multi-accounts. That's it — you now have several different Gmail tabs ready to work.

How do I ungroup emails in Gmail?

Outlook supports groupings such as contacts, calendar events, tasks, notes, etc., but unfortunately doesn't offer groups specifically related to email threads. So if you want to organize incoming emails into categories, you might need to resort to labels or folders instead.

In order to give yourself better control over incoming message organization, we recommend using Gmail's native Unsubscribe link feature. When you receive an email that contains links to newsletters, subscriptions, or mailing lists, right-click anywhere inside the body of the e-mail and select More actions... This brings up a dropdown menu containing unsubscribe buttons. If you prefer, you can always copy the entire text and paste it into a blank field elsewhere on your computer.

Alternatively, you could try using Mailtrack Premium. Using this tool, whenever you receive spammy or unwanted emails, you can mark them as SPAM/Junk and block their sender permanently. For example, if you didn't know that the person sending you unsolicited emails was actually part of a phishing scam, you would never receive a similar email again. Plus, unlike traditional junk mail filters, Mailtrack automatically identifies suspicious attachments too.

However, this tool does cost $30 per year and isn't free forever either. But overall, it seems worth paying for considering Mailtrack's ability to identify fraudulent emails. And it works really well.

How do I separate multiple email addresses?

Another solution that's less complicated than adding additional accounts is to split up your main email address and keep track of everything in one place. Of course, if you already use services like Trello, Asana, Evernote, Todoist, etc., splitting up your primary email address makes sense. In fact, doing so can save you money on hosting costs as companies often provide discounts if you pay yearly rather than monthly.

For example, let's say you have an @outlook.com email address and a personal @gmail.com address. By splitting your main email, you can still maintain both email accounts, yet also avoid missing out on special deals and perks offered exclusively to subscribers. Instead, you could use an app called Mailsplit.

Mailsplit integrates directly with popular apps like ActiveCampaign, ConvertKit, Drip, GetResponse, Mailchimp, Market Hero, Ontraport, WordPress, Shopify, StudioPress, Weebly, Zoho, AWeber, Constant Contact, HubSpot, InfusionSoft, MailPoet, Madmimi and hundreds more. All you have to do is connect your preferred CRMs and pick the ones you'd like to sync. Mailsplit takes care of the rest. Once connected, you can easily import leads, customers, products, campaigns, and forms straight into your chosen marketing platform.

This program is completely free to download and test drive. Sign up for a 14 day trial period and start saving money immediately. What's great is that Mailsplit provides unlimited plans starting at $19.95 per month. If you decide to subscribe after testing the software, you'll enjoy low prices thanks to volume licensing agreements.

Download -- Mailsplit for Mac OS X | Windows ($12.99)

How do I separate email names?

The best bet when trying to figure out how to separate multiple email addresses is to ask the person receiving your correspondence. Sometimes people will respond differently depending on the context—for instance, answering questions asked during business meetings versus responding to emails throughout the day. Other times, people might reply to an email asking them to call instead of replying to the original email with their phone number.

Either way, the bottom line is that separating multiple email addresses will depend on the recipient's preference. Unfortunately, unless the person being contacted chooses to reply in kind or otherwise specifies that he wants his answer to come via email, you'll have no choice but to wait patiently for him to make the decision himself.

Until then, however, there are plenty of easy tricks you can employ to simplify things. One simple tactic is to type out full name + company before hitting Enter after your email address. Doing this forces you to format emails properly, making sure you don't accidentally leave a space between the last name and job title. Another helpful tip is to replace spaces in email addresses with underscores. For example, when writing out your own email address, you can remove all white spaces. Just hit Ctrl+K to convert all instances of the character to underscore (_), plus Shift+Ctrl+F10 to wrap words around the cursor.

Outlook is great at sorting your messages, but sometimes it struggles with separating our names into different fields when we send out emails from groups. For example, if you're trying to organize a dinner party where some people are coming over for drinks afterward, Outlook might not recognize that "afterward" as two different contacts (or just give us the wrong number of recipients).

This happens because Microsoft Office uses what's called Comma Separated Values or CSV files to store information about each person on its list. These files have been used since around 1992 by Excel spreadsheets to track data like phone numbers, dates, lists, etc., so they've become standard practice across many industries. However, even though most users know how to use these comma-separated values, few know exactly how they work — or how to change them.

Luckily there are lots of easy ways to fix this problem in both Windows 10 and older versions of Outlook. We'll show you how to make sure everything works correctly no matter who you need to get in touch with after your big event.

How do I separate personal and group emails in Outlook?

To start, open up any message window within Outlook 2016 or newer. Then right click anywhere inside the text box and select Text Editing Options from the context menu. This will bring up all sorts of formatting options including tabs, fonts, colors, paragraph styles, word wrapping, plus other tools useful for writing documents. At the bottom, look for the Line tab and notice three vertical dots next to Paragraph Styles. Click those dots and then choose New Group...

In the new dialog box, enter a title for your new field before selecting OK. Next go back to the previous screen and create another field under the same heading using the dropdown button beside Text Field Type. Select Email Address from here and type in your first recipient address. You should now see your two labels pop up beneath your main entry. If you don't, try clicking Create Main Label again.

Now, simply repeat the process above to add additional entries below the existing ones for subsequent guests. Once finished, hit Save & Close once more. That's pretty much all you have to do! Now whenever someone writes their own email to you, Outlook won't confuse the two.

If you want to check out more advanced features, like creating templates, adding images, changing font sizes and spacing between letters, be sure to read our guide to customizing your default inbox settings in Outlook. The basics apply whether you're sending individual emails or organizing large events.

How do I ungroup emails in Outlook?

You may also run into problems when organizing larger parties or meetings where everyone has similar last names in common. In case that happened while reading the above section, let me explain further. When you create your second label, you set the Text Field Type to Default Entry. As such, every time you write something down in that field, it automatically gets added to the top of your list.

For instance, say someone sends an invite to a social gathering. They would typically put themselves along with whoever else was going as the Recipient field. But suppose you had already sent out invitations to several friends and family members, which means there could be quite a bit of overlap in the Recipients field. To avoid confusion, you can instead create a sublabel for each guest. Here's how to do that.

Click Create Main Label again and rename it Guests 1. Underneath it, create a new label labeled Guests 2. Name it Guest Details, and underneath it, create yet another label named Party Invites. Lastly, right click on your original Contact Information entry and select Rename [field]. Enter a descriptive name like Friends/Family Member(s) and hit Ok. Repeat this step for the rest of your labels.

That's really all there is to it. Whenever anyone replies to your invitation, Outlook separates out your names accordingly.



How do you separate emails?

Another thing that can cause headaches is when you receive dozens of emails from various people, only to realize later that you accidentally included the wrong amount of recipients. Or maybe you misspell someone's name. Regardless of the reason, there are actually several quick fixes available in both Outlook 2007 and 2010. First off, you can just copy the email contents and paste them into Word or Google Drive without opening the actual mail itself. Alternatively, you can find our full guide to fixing errors in Outlook that covers troubleshooting tips specific to certain messengers.

However, if you still want to take things a little deeper, you can edit the raw.csv file directly in Notepad or any other application capable of handling basic code commands. There are plenty of tutorials online explaining how to do this, but basically, you'd replace commas with semicolons. So rather than having one long line containing four names separated by commas, you'd end up with one giant block of text containing five columns separated by semicolons. After making changes, save the file as either.txt or.csv depending on your needs.

Once saved, you can import that spreadsheet into Excel and view it via File " Open.... From there, you can manually modify the rows until you get the desired results. Remember, you can always export your modified table back into a.csv format for safekeeping.

The easiest solution is probably to install a dedicated third-party program designed specifically to handle CSV files. One popular option is eGroupware. With a free trial version, you can upload your file, convert it to whatever format you wish, and download it back anytime. Of course, you can pay for a premium subscription to access extra functionality.

Lastly, you can try importing your CSV file into Gmail and then splitting it apart using filters. Simply log into your account, navigate to Settings and Filters, and under Labels & Tags, scroll down to Importing Mail and turn the switch Off. Go ahead and follow the prompts to allow the conversion. Finally, open up Gmail, head to Settings and Filters, and enable Automatically extract imported mails based on filters. Your emails should now appear neatly organized according to categories.

How do I separate email addresses?

Finally, consider yourself lucky if you happen to live in an area with a lot of overlapping postal codes. While this isn't necessarily a fault of USPS' design, it does mean that sometimes receiving an email intended for a particular street or neighborhood might result in being swamped by responses from residents living elsewhere. Luckily, there's a simple trick you can employ to filter unwanted emails.

Simply open up the offending email, highlight the entire body, and press Ctrl + C. Head to Tools " Find and Replace and input the following search term: %address%. Hit Search and replace, then clear the Contents field. Finally, add a colon followed by the relevant parameters. For example, if you wanted to exclude all messages from outside the US, you'd use "%country%": USA. And if you were looking to limit it to just Canada, you'd use "@province_code". Keep in mind that you can customize this feature to suit your exact preferences.


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

  • Access / extract from more than +15M B2B companies.
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  • Send all the data to your CRM via Zapier.
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Extract emails, phones on the page of websites and download it to Excel or CSV.

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