This week I’m writing in response to an email I received from Jean. A reader of this column. I believe it’s a she, could be a he, wrote in to ask “How can I print a list of my email addresses in a concise format–just the name and email address printed one right below the other?”. Ok, Jean that’s a good question and not a difficult one to answer. However, with a lack of a few details I’m going to assume that you’re using Microsoft’s Outlook Express as it is the most commonly used email client available. Personally I prefer Mozilla Thunderbird but that is for another column. Since I’ll be focusing this answer on MS Outlook Express, these directions may not be exact for users of other email clients. However, the procedure is generally the same. The brief scenario goes something like Open Email Client -> Open Address Book -> Export -> Choose file format and save location -> Choose what to export -> Save the file. Then you would open it in another program to print it. I’m also going to assume that you have Microsoft Excel installed on your computer. Any spreadsheet application will do just fine and if you don’t have one installed you may want to look at http://openoffice.org. It’s a FREE MS compatible office suite.

Alright, now that my assumptions are clear let’s get started. Open Microsoft Outlook Express. Go to Tools -> Address Book. Now that you’re in the address book go to File -> Export -> Other Address… Book. We’re using the Other Address Book because it provides more flexibility. Now a wizard will open and you’ll need to highlight “Text File (Comma Separated Values)” and click “Export”. It will then ask you “Save exported file as” go ahead a click “Browse” in the “Save in” portion select “Desktop” from the drop-down menu. In the “Save as type:” drop down menu choose “Comma Separated Values(*.csv)” and in “File name:” name it “addresses”. Then click “Save”. This will take you back to the wizard. Click “Next”. Here you’ll be able to choose the information that you want to save. In your case you would just like to have the person’s name and email address so click just those two choices. The click “Finish”. You should now have a file on your desktop titled addresses.csv that contains a list of names and their email addresses. So how do we open and print that list?

We will use Microsoft’s Excel to open the list. Just open Excel and go to File -> Open. Select the Desktop -> addresses.csv. It may ask you about formating. The defaults should be fine so if asked just click ok. You should now be looking at a list of names and email addresses that you can print.

I hope this helps Jean, and anyone else that was looking to do something similar. These directions may not fit your situation exactly but should get you going in the right direction.

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