Send Email From Excel Using Hyperlink Function + BONUS Email Generator Tool

Yes, it’s True! You can send email from Excel by using the HYPERLINK function.

In this blog post, I will show you various ways to use HYPERLINK function to send email from Excel. There is also a bonus Email Generator Excel Template available for download at the end of this post.

Let me first explain the Hyperlink function:

Syntax:

=HYPERLINK(link_location, [friendly_name]

  • link_location: This is a mandatory argument where you give the link of a cell, worksheet, workbook, or an external URL.
  • friendly_name: This is optional, and displays the text which is hyperlinked to the specified location.

Send Email from Excel

Coming back to how to send email from excel, you can use the fact that hyperlink can handle “mailto” URL property and can be used to make a hyperlink that would automatically construct the email. Here is how you can construct a formula to create various components of the email.

Single Recipient Email Id
=HYPERLINK("mailto:abc@trumpexcel.com","Generate Email")

This would open the email client with the email id abc@trumpexcel.com in the ‘To’ field.

Multiple Recipients Email Id
=HYPERLINK("mailto:abc@trumpexcel.com,def@trumpexcel.com","Generate Email")

For sending the email to multiple recipients, use comma to separate email ids. This would open the email client with all the email ids in the ‘To’ field.

Add Recipients in CC and BCC List
=HYPERLINK("mailto:abc@trumpexcel.com,def@trumpexcel.com?cc=123@trumpexcel.com&bcc=456@trumpexcel.com","Generate Email")

To add recipients to CC and BCC list, use question mark ‘?’ when ‘mailto’ argument ends, and join CC and BCC with ‘&’. Now when you click on the link in excel, it would have the first 2 ids in ‘To’ field, 123@trumpexcel.com in ‘CC’ field and 456@trumpexcel.com in the ‘BCC’ field.

Add Subject Line
=HYPERLINK("mailto:abc@trumpexcel.com,def@trumpexcel.com?cc=123@trumpexcel.com&bcc=456@trumpexcel.com&subject=Excel is Awesome","Generate Email")

You can add a subject line by using the &Subject code. In this case, this would add ‘Excel is Awesome’ in the ‘Subject’ field.

Add Single Line Message in Body
=HYPERLINK("mailto:abc@trumpexcel.com,def@trumpexcel.com?cc=123@trumpexcel.com&bcc=456@trumpexcel.com&subject=Excel is Awesome&body=I love Excel","Email Trump Excel")

This would add a single line ‘I love Excel’ to the email message body.

Add Multiple Lines Message in Body
=HYPERLINK("mailto:abc@trumpexcel.com,def@trumpexcel.com?cc=123@trumpexcel.com&bcc=456@trumpexcel.com&subject=Excel is Awesome&body=I love Excel.%0AExcel is Awesome","Generate Email")

To add multiple lines in the body you need to separate each line with %0A. If you wish to introduce 2 line breaks, add %0A twice, and so on.

 

BONUS – Email Generator Tool in Excel

Now that you know how to send email from Excel, it is not rocket science to create a simple tool that can generate an email with a single click. I have created a template where you need not worry about memorizing the syntax. Just type the email ids, subject line and message, and this will automatically do it for you.Send Email from Excel

Download Email Generator Excel Tool
Download File

Note: This works only when you have a default email client set in your system (such as Outlook, Lotus Notes, Gmail) . If the email client is not set, this may not work.

Excel Resources:
  • Quoc says:

    Hi friend, How can I add more than 4 email in your template? please help

  • Vignesh M says:

    Can we select From Address using this formula?? I am handling 3 email accounts, so I require to select From Address manually. Please revert.

  • WP_MayUno says:

    The page you are trying to access doesn’t exist. Try searching for it below or click here to return to the homepage. =(

  • Farrakh Hayat says:

    how to add an attachment if path is already copy in any cell?

    • Graham Wilson says:

      Is it possible to edit the cells which are currently hidden? If Cc & Bcc are left empty they currently generate an error in the Cc field of the message and I would like to try and fix this for my application.

      I regularly send out a “club” newsletter and include Yes & No RSVP links that generate a easy way for the recipient to reply. At the moment I write the whole mailto links manually in a text editor and then copy and paste them as hyperlinks into the email with the newsletter. If I can customise the spreadsheet to suit my needs it would save me a lot of time each month. Thanks

  • Farrakh Hayat says:

    how to add an attachment if path is already copy in any cell?

  • Farrakh Hayat says:

    how to add an attachment if path is already copy in any cell?

  • Chandan says:

    I am trying to create a hyperlink or formula that will generate an email but also include the file I am in as an attachment. Please help me.

  • bijayrajr@gmail.com says:

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  • Chandra says:

    Hi,
    That was a good info..
    Thanks..
    Can we insert a picture .jpg in the body instead “&body=text” or any cell reference &G3″.

    insert a picture from a location in the pc.

  • Fredrick Clement says:

    Hi sumit, great work. Is there a way to attach the files in this.

    • Sumit Bansal says:

      Hello Fredrick.. Thanks for commenting. You can not attach a file using this template. If you are sending a file that resides on a network and the recipient also has access to the same network, then you can send the link to the file and it will work. But it won’t work otherwise

      • Fredrick Clement says:

        Thanks for the prompt reply sumit.

  • Jase says:

    Hi mate, great site. Just quick one. When I input body text into the hyperlink, it removes my signature from the email. Any ideas on how i can fix this?

  • Asif Hafeez says:

    Hi Summit,
    I wonder if I can send same text otherthan then attention (Name & Designation of the recipient) to multiple email IDs through gmail/yahoo/hotmail with a single click?

    • Sumit Bansal says:

      Hi Asif.. This works with your default email client, which could be only one of these.

  • Roger says:

    I’m trying to actually DO the send email via a hyperlink, not just to “generate” the email. Is that possible?

    • Sumit Bansal says:

      Hi Roger.. It can create the email, but it can not send it automatically. The send button needs to be pressed manually.

  • Goparaju Dutt says:

    Hi Sumit

    Greetings of the day
    Its a good informative without VBA, I am looking such solution

    I have Query

    can we insert a range of cells in the body of the Email

    example i am looking

    Hi Team

    Need your …….

    template:
    1
    2
    3
    4
    5
    6

    attached
    1
    2
    3

    Regards
    Dutt

    • Sumit Bansal says:

      Hi Goparaju.. This can be done. All you need to do is create this construct in the body section in the template. For example, if you have the list in A1 and A2, you can use the formula:

      =”1. “&A1&CHAR(10)&”2. “&A2

      Char(10) here would work as Alt + Enter. In the similar fashion, you can create for multiple items.

      • amit soni says:

        Hi Sumit,
        Can you please help me as I want to add multiple email address then what else need to be done because it is showing error as I do not add more then 2 or 4 email address.
        Please advise.

        • Sumit Bansal says:

          Hello Amit.. The problem is due to the fact that Hyperlink function can’t handle more than 256 characters at a time. You can add more email address, but then you’ll have to remove the ones from CC/BCC or cut short on the body text. I just noticed this, and will see if there could be a workaround

          • Mike says:

            Sumit,

            Did you find a work around?

          • Mike says:

            Buy the way, I love these templates!

  • Dhiraj says:

    this is really useful.

  • Anonymous says:

    This is great!

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