How to Send Emails Directly from Excel

The Microsoft 365 spreadsheet program, Excel, is well known for its great utility when it comes to performing all kinds of accounting and financial tasks. However, it also has some lesser-known functions that can be very helpful in certain situations. In this post, without going any further, we will tell you How to send emails directly from Excel.

The most obvious case is when the need arises to communicate or share the data from the spreadsheet we are working on. There is a very convenient way to do this without having to leave the application.

Advantages of sending emails from Excel

Combining the advantages of Excel with those of Outlook gives us a very interesting result: the possibility of share a huge amount of information (data, calculations, graphs, statistics, documents, etc.) via email. Among its list of advantages we can highlight the following:

• Speed, since the servers of both services are synchronized.
• SecurityExcel keeps a copy of the data included in the email. Outlook also performs a backup.
• Compatibility: It is possible to send emails through Gmail and Hotmail.

Preliminary step: synchronization

This possibility will be available as long as your Microsoft Office settings are properly synchronized with Outlook as the default email address. If so, we will be able to send any type of document as an email attachment. If this synchronization is not configured, we must do so. Just follow a few simple steps:

1. Firstly, we open Outlook.
2. Then we will "Files".
3. We click on "Options" and then we're going to "General".
4. In the startup options, We activate the Outlook tab as the default program for emails, contacts, calendars, etc.
5. Finally, we click on OK.

Now that the previous synchronization step has been completed, we will explain in detail what needs to be done to send emails from Excel.

Sending emails from Excel

To use Excel's tool to send emails directly, we have two options: with or without macros. At this point, it is worth explaining that we call a macro the series of commands contained within an Excel document. We explain how to proceed in each of these two cases:

No macros

This is the method that comes default default in Outlook. The application is responsible for generating a copy of the Excel file or document and sending it to the recipient indicated by the user. In this case, the file is sent in PDF format. This is what we must do:

1. First we go to Excel and, in the ribbon above, we select "Records".
2. Then we click on «Share email».
3. Next we mark the option of send data as attachments And we give "Send".

With macros

This possibility requires us to use the programming language VBA (Visual Basic for Applications), which is the one Microsoft usually uses to extend the functions of its programs. To send an email from Excel and with macros, it is necessary to save the file correctly. To do this, we will follow these steps:

1. The first thing to do is save the spreadsheet to Files as a Excel macro-enabled workbook (as a dialog box and selecting a folder with a distinctive name).
2. Then you need to open the Excel workbook synchronized with macros.
3. We press F11 to enable Microsoft Visual Basic.
4. Automatically, a will be generated bar code which we can access by clicking twice on ThisWorkBook. Next we paste the code into the new window that opens.
5. We then replaced the email with the recipient's online address.
6. Finally, we close Microsoft Visual Basic and click on "Send".

The “with macros” option is the one we should choose to perform mass mailingsIn this specific case, what needs to be done is to create a VBA macro and program (configure) the code for automating mass email sending.