Outlook recipients to Excel: copy names and email addresses into columns
In short: Paste a recipient line such as Doe, Jane <[email protected]>; Leo Martin <[email protected]>. Each recipient becomes a row with the display name, first and last name, address and domain; repeats are removed; copy it for Excel or Sheets, download a CSV, or rebuild one To line. Limit: Names Outlook copies without an address can't be matched to one; they are listed for you to look up.
To copy recipients from Outlook to Excel with their names, click in the To or Cc box, select all and copy, then paste the line here. Each recipient, written as Name <address>, becomes a row with name, first name, last name, email and domain. Commas inside "Doe, Jane" stay part of the name. Copy the rows straight into Excel or download them as a CSV.
Price: this tool is free. Checking a whole email list is from $9/mo, and the first 100 checks are free with Google, no card. Check your list free nowSee pricing
Sample result
Doe, Jane <[email protected]> becomes Name: Doe, Jane, First: Jane, Last: Doe, Email: [email protected].
- Recipients
- 4 rows
- Name only
- Sam Smith
What this means for you
Commas inside names stay in the name, so each recipient lands on its own row.
- Outlook ; and Gmail , lines
- "Doe, Jane" kept whole
- First and last name split
- Back to one To line
- Outlook
- Excel
- Recipients
By SimpleVerifier Team · Last updated · Runs in your browser; nothing you paste is sent to us
Before you email this group again, check the addresses.
- Use the addresses from the split; the button under the result carries them.
- Upload or paste it at /verify. Every address gets a live mailbox check, and the first 100 email checks are free with a Google sign-in, no card.
How do I export the recipients of an email to Excel?
- In Outlook, open the message or a reply, click in the To (or Cc) box, press Ctrl+A (Cmd+A on a Mac) and copy. In Gmail, copy the recipient chips the same way.
- Paste the line here and press Split into columns.
- Check the rows: names, first and last names, addresses and domains, with repeats removed and any name that came without an address listed.
- Copy for Excel or Sheets and paste into cell A1, or download the CSV. To go the other way, copy the list back as one Outlook or Gmail line.
Example
- You enter
Doe, Jane <[email protected]>; "Martin, Leo" <[email protected]>; [email protected]; Kim Lee ([email protected]); [email protected]; Sam Smith- You get
- Four rows of Name, First name, Last name, Email, Domain: Doe, Jane (Jane, Doe), Martin, Leo (Leo, Martin), [email protected] with no name, and Kim Lee. The repeated [email protected] is removed and Sam Smith is listed as a name with no address.
- Limits
- Runs in your browser; nothing is uploaded.
Why doesn't pasting into Excel split the recipients?
Outlook copies recipients as one line separated by semicolons, and Gmail separates them with commas. Excel puts the whole line in one cell, and Text to Columns on commas breaks names written last name first, such as "Doe, Jane". The tool splits only on separators outside quotes and angle brackets, and when the line has semicolons it doesn't split on commas at all.
Which recipient formats are read?
The standard form is a display name followed by the address in angle brackets, as defined in RFC 5322: Jane Doe <[email protected]> or "Doe, Jane" <[email protected]>. Bare addresses, mailto: links (RFC 6068) and the older [email protected] (Jane Doe) form are read too. Addresses are lower-cased; display names are kept as written.
If Outlook shows a contact by name only, the address may not be copied with it. Those names are listed so you can look them up.
What about very long recipient lists?
On a long message Outlook can show only the first few recipients until you expand the list; expand it before you copy, or copy from a reply where every recipient sits in the To and Cc boxes. Paste as many as you like here; the split runs in your browser.
Who uses this tool, and for what?
- Sales reps
- Turn the people copied on a deal thread into rows for the CRM.
- Event organisers
- Get the names and addresses from a long invite thread into a sign-in sheet.
- Office managers
- Rebuild a distribution list in Excel from an old all-staff email.
What can’t this tool tell you?
- Names Outlook copies without an address can't be matched to one; they are listed for you to look up.
- First and last names are split from the display name, so a name like "Sales team" is split as if it were a person.
- It reads what you paste; it can't open Outlook or a mailbox for you.
Common questions
- How do I copy all email addresses from an Outlook email?
- Click in the To or Cc box, press Ctrl+A to select every recipient, and press Ctrl+C. Paste the result here to get one row per recipient.
- How do I split names and email addresses into separate columns?
- Paste the recipient line here. Each Name <address> becomes a row with the name, first name, last name, email and domain in their own columns.
- Does it work with Gmail recipients?
- Yes. Gmail separates recipients with commas and quotes names that contain one, and both are read.
- Can I turn an Excel list back into an Outlook To line?
- Yes. After a split, Copy as one Outlook line writes Name <address> entries joined by semicolons, quoting names that contain commas.
- Is anything uploaded?
- No. The recipients are split in your browser.
Sources
A tidy list can still be full of dead addresses.
Extracting, deduplicating and syntax checks all work on the text of an address. None of them can tell whether the mailbox exists. Only the server that hosts it can answer that, through an SMTP check, and that is what the paid product does.
- Upload the cleaned file as it is: CSVs up to 100,000 rows
- A real SMTP mailbox check on every row, with catch-all detection
- Small list? Starter at $9/mo covers 2,500 emails a month, cancel anytime
Plans from $9 a month, cancel anytime, no contract. Sign in with Google and your first 100 email checks are free, no card. The free tools stay free either way.