I’ve received a message with a lot of people in the To and CC field. As we’re all going to work on the same project, I want to create a Distribution List containing these people.

Extract email addresses from a mail folder in Outlook. In the Import and Export Wizard dialog box, please select the Export to a file, and then click the Next button. In the Export to a File dialog box, select a mail folder that you will extract email addresses from, and then click the Next button. Continue reading. Follow each step given below and convert Apple Mail contacts to Outlook by using a very common.csv format. Open Application; Select Contact and open it. Double click on contact folder which you want to export in Outlook like facebook contact or LinkedIn contact. Right side extract your contact list. Select all contacts and copy them.

Is there an easy way I can create a Distribution List directly from the message or do I have to manually add everybody (I hope not…)?

You can create a Contact Group (as Distribution Lists are called in Outlook 2010 and later) directly from the recipient list of the message but depending on your Outlook version and settings, you might need to take some additional steps.

Outlook 2010, 2013, 2016, 2019 and Office 365

Creating a Contact Group from the recipient list of a message goes quite quickly in Outlook 2010 and later;

1. Right click on a recipient in the message header in the Reading Pane.
2. From the context menu that pops-up, choose; Select All
3. Now that all the recipients are highlighted, press CTRL+C to copy them or right click on the selected addresses and choose Copy.
4. Open your Contact Group or create a new one via;
   New Items-> More Items-> Contact Group
   (or use the keyboard shortcut CTRL+SHIFT+L)
5. Press the “Add Members” button and select “From Address Book”.
6. Place your cursor in the field next to the “Members->” button.
7. Press CTRL+V to paste the copied addresses.
8. Press OK and the addresses will be added to the Contact Group.

You can repeat the steps above if multiple addresses have been added to both the To and CC fields.

Via the right click menu, you can easily select and copy all recipient addresses from a message. (click on image to enlarge)

Outlook 2007

The above trick will not work in Outlook 2007 as the copy command there will only copy the listed names and not the actual underlying email addresses. Unless all these addresses have been added to an Address List in your Address Book already (like the Global Address List of an Exchange account), this will result in unresolved names.

You can still achieve the same via a slight detour;

1. Right click on the message in the message list and choose “Message Options…”.
2. In the “Internet headers” box at the bottom, scroll down until you see the list of email addresses for the To or CC field.
3. Select all the names and addresses but make sure you do not select the “To:” or “CC:” text itself (don’t worry about any extra spaces though).
4. Press CTRL+C to copy them.
5. Open your Distribution List or create a new one via;
   File-> New-> Distribution List
   (or use the keyboard shortcut CTRL+SHIFT+L)
6. Press the “Select Members…” button.
7. Place your cursor in the field next to the “Members->” button.
8. Press CTRL+V to paste the copied addresses.
9. Press OK and the addresses will be added to the Contact Group.

Note: If you get an error when pressing OK and Outlook complains about not being able to resolve a contact, the issue is most likely caused by your system not allowing the comma ( , ) as a separator character. You can enable this option via;
Tools-> Options…-> button E-mail Options…-> button Advanced E-mail Options…-> option: Allow comma as address separator

In Outlook 2007, carefully select the addresses from the Message Options dialog.

Even in times of Facebook and WhatsApp, e-mails still play an important role. Especially in the business world, electronic messages continue to be an indispensable means of communication, and distribution lists and newsletters are still among the simplest tools for contacting a large user group with the least possible effort. The central component of e-mail traffic is a client including an address book in which all relevant contact data can be stored.

In the ranks of these mail clients, Microsoft Outlook has been a key player for more than two decades – also thanks to great freedom in contact management. The integrated import/export wizard, for example, enables you to easily import existing lists of contacts into Outlook. How is an address import prepared, and which steps are necessary?

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1. Importing contacts into Outlook: Step-by-step instructions for desktop clients and web app

Importing Outlook contacts: What are the requirements?

There are different reasons why it is useful to import contacts into Outlook: Typically, you’ll have external lists of contacts that you would like to import into your Outlook address book. However, it’s also possible that you’ll want to import contacts that you have previously exported from Outlook – for example, to create a backup or because you want to change the version. In the latter case, the contact list already exists in the required import format CSV (the values in this file are divided by separators). If you have your own contact list, e.g. in the form of an Excel spreadsheet, you must first save it in CSV format before you can import it into your Outlook address book.

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Saving your spreadsheets as a CSV file

All common spreadsheets such as Microsoft Excel, OpenOffice, or LibreOffice Calc offer the option of saving workbooks as CSV files. For Excel users, for example, this works as follows:

1. In the first step, click the worksheet that contains the contact information that you want to import into the Outlook address book. Then navigate to the “File” tab and click “Save As.”
2. Decide where you want to save the file and open the menu in the “File Type” field by clicking the small, downward-pointing triangle icon.
3. Locate and select “CSV (delimited).” Finally click “Save.” Excel will inform you that some features of the workbook will be lost (due to the switch to CSV format), which you accept by clicking “OK.”

Importing contacts into Outlook: Step-by-step instructions for desktop clients and web app

If you have the contacts you want in CSV format, you can immediately start importing them into your Outlook address book. You do not need any additional software for this. The import/export wizard of Microsoft Outlook is integrated by default, and supports the import without external tools or plugins. Depending on the current version of Outlook and whether you are working with the desktop or the web client, the procedure differs slightly. We have summarized the import process in the different editions of Outlook below for you.

How to import contacts in Outlook 2016 and 2013

Users of newer Outlook versions can find the import/export wizard in the “File” menu. The first step is to open it via the tab of the same name:

In the left menu bar, navigate to “Open & Export,” where you start the wizard by clicking on “Import/Export.”

In the start menu of the import/export wizard you can select various actions. The action “Import from another program or file” required for the import is already marked by default, so that you only have to press the “Next” button.

Before you click “Next,” you have the option of selecting one of three import variants:

• Replace duplicates with items imported: If a contact already exists in Outlook, the listed information for this contact is discarded and replaced by the information from the import file.
• Allow duplicates (default option): If a contact already exists in Outlook, the import/export wizard creates a duplicate of this contact. Later, you can combine the information in the address book or remove the desired version.
• Do not import duplicate items: If a contact already exists in Outlook, the information to import it is discarded.

Irrespective of the selection made, you will be prompted to specify the destination folder in the following menu. Search for the entry “Contacts” and click on “Next.”

After a final click on “Finish”, Outlook starts the import process.

Copy Contact List From Outlook

Importing contacts in Outlook on the web – how it works

You can also import new contacts into your Outlook address book in Outlook on the web. To do this, log on to the web application and then click the small people icon in the toolbar in the bottom left:

In the next step, go to the “Manage” button and select the “Import contacts” entry.

Subsequently, the import menu opens in which you should specify the source of the contacts. As an alternative to Outlook, Gmail, Yahoo Mail, and Windows Live Mail are available as starting points. So if you want to import contact lists from one of these three e-mail services, you have the chance to do so at this point. For the CSV file we use in this tutorial, we need the import option “Outlook 2010, 2013 or 2016”:

Now click “Browse” and specify the location where the CSV file with the new contact information is located. Then start the import process via the “Upload” button.

How to import contacts in Outlook 2010

Outlook 2010 also has a feature to import contacts. However, as the user interface of the Microsoft e-mail client has changed over the years, the path to the import/export wizard differs slightly from how it works in the newer versions of Outlook. The following step-by-step guide shows you how to import contacts in the 2010 edition:

1. Select the “File” tab and click on “Open” there. Finally, use the “Import” button to start the import/export wizard.
2. Look for the action “Import from other programs or files” in the list, click on it and confirm your selection with “Next.”
3. Specify “Comma Separated Values (Windows)” as the file type to import, and then the location where the CSV file is stored. As with imports in Outlook 2013 and 2016, you can also specify in this menu whether duplicate address entries are to be allowed or not allowed.
4. Select the “Contacts” folder to which you want to add the new address information and start the process by clicking on “Finish.”

Outlook For Mac How To Copy List Of Addressess From An Email

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Copy Email Addresses From Email