{"id":111667,"date":"2024-04-09T13:06:23","date_gmt":"2024-04-09T13:06:23","guid":{"rendered":"https:\/\/www.sperrysoftware.com\/Email-Tools\/?page_id=111667"},"modified":"2026-03-31T09:43:15","modified_gmt":"2026-03-31T09:43:15","slug":"preparing-your-campaign-excel-file","status":"publish","type":"page","link":"https:\/\/www.sperrysoftware.com\/Email-Tools\/learn-overview-send-individually\/preparing-your-campaign-excel-file\/","title":{"rendered":"Preparing Your Campaign Excel File"},"content":{"rendered":"\t\t
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Preparing Your Campaign Excel File<\/span> <\/h1> <\/div>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t
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When preparing your campaign, the first thing to do is to create an Excel file that holds the email addresses of your recipients, along with any other information that you want in the email.<\/p>\t\t\t\t\t\t\t<\/div>\r\n\t\t\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t

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We have created a template campaign Excel file to help you get started:<\/p>\t\t\t\t\t\t\t<\/div>\r\n\t\t\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t

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When you open it, you can see that it\u2019s populated with a few samples from\u00a0our fictitious company, Arbor Software<\/a>.\u00a0 In general, the first row, or header row, contains the name of the column.\u00a0 You can reference the column by the header row name in the subject or body of your email by using\u00a0<<First Name>><\/strong>\u00a0for example, or by simply using the column letter\u00a0<<Column F>><\/strong>.\u00a0 Both of these reference the same column.<\/p>\t\t\t\t\t\t\t<\/div>\r\n\t\t\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t

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Notice that the data is on the first spreadsheet.\u00a0 This is the default and the add-in will only read the first spreadsheet.<\/p>\t\t\t\t\t\t\t<\/div>\r\n\t\t\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t

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Let\u2019s go over each column in detail.<\/p>\t\t\t\t\t\t\t<\/div>\r\n\t\t\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t

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The first column is the\u00a0To<\/strong>\u00a0column.\u00a0 This the email address of who you are sending to.\u00a0 Simple.<\/p>\t\t\t\t\t\t\t<\/div>\r\n\t\t\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t

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The next column is the\u00a0CC<\/strong>\u00a0\u2013 anyone who you want to include as a CC recipient.\u00a0 Like the To filed, it is expected to be an email address.<\/p>\t\t\t\t\t\t\t<\/div>\r\n\t\t\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t

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Next is the\u00a0BCC<\/strong>\u00a0column.\u00a0 This column should also contain an email address, and like the sample shows, it can be useful to BCC your CRM so that you can keep track of what emails you sent to who and when.<\/p>\t\t\t\t\t\t\t<\/div>\r\n\t\t\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t

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The\u00a0Subject<\/strong>\u00a0column is special in that you can generate a completely different subject for one or all of your recipients by simply typing in your desired subject.\u00a0 If left blank (as shown), the add-in will use your regular campaign email subject.\u00a0 Keep in mind that really there are two ways to personalize the subject: You can either supply a subject that you generate in each row as we just mentioned, or you can use the substitution text right in the subject field of your campaign email just as you would in the body.\u00a0 For example to get each person\u2019s first name in the subject, you could do so like this:<\/p>\t\t\t\t\t\t\t<\/div>\r\n\t\t\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t

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The\u00a0Attachment<\/strong>\u00a0column is reserved for future use.\u00a0 Today you can add one or more attachments to your campaign email (using Outlook\u2019s typical attachment methods) and a copy will go to each recipient just like you would expect.\u00a0 In the future, we will allow you to send each recipient their own file as an attachment.\u00a0 This might be useful for sending personalized schedules that get generated each morning, or perhaps a realtor might want to notify potential home buyers about a house listing in a particular zip code.<\/p>\t\t\t\t\t\t\t<\/div>\r\n\t\t\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t

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The next column in our sample is\u00a0Column F<\/strong>, but we have named it \u201cFirst Name<\/strong>\u201d to help with staying organized.\u00a0 As mentioned, you can reference the column by either the name you give it or by <<Column F>> (or <<Column G>>, etc.).\u00a0 Note that the maximum columns you can have is <<Column Z>>, even though Excel might support up to Column ZZ.\u00a0 In other words, the add-in can only read the first 26 columns (which implies that the maximum number of personalized columns you can have in any one campaign email is 26.<\/p>\t\t\t\t\t\t\t<\/div>\r\n\t\t\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t

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See Also:<\/h2>\t\t\t\t<\/div>\n\t\t\t\t
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Next:\u00a0Creating Your Campaign Email<\/a><\/p>

Back To Grow Your Business Overview<\/a><\/p>\t\t\t\t\t\t\t<\/div>\r\n\t\t\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t","protected":false},"excerpt":{"rendered":"

Preparing Your Campaign Excel File When preparing your campaign, the first thing to do is to create an Excel file…<\/p>\n","protected":false},"author":1,"featured_media":0,"parent":111662,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"elementor_header_footer","meta":{"footnotes":""},"class_list":["post-111667","page","type-page","status-publish"],"yoast_head":"\r\nPreparing Your Campaign Excel File for Merging<\/title>\r\n<meta name=\"description\" content=\"Learn how to prepare your Excel file for a Send Individually campaign in Outlook. 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