How to Create an Excel Spreadsheet for Your Email Marketing

With the surge in popularity of email marketing, more and more business owners are looking to use email marketing as a tool to reach potential customers and build relationships.

If you’re looking to implement an email marketing strategy, you’ll most likely want to use an Excel spreadsheet to organize your campaigns, create automated email follow-ups, and track the performance of your email marketing efforts. Don’t worry – we’re here to help! In this blog post, we’ll discuss how to create an Excel spreadsheet for your email marketing.

The Ultimate List of Features to Look Out For

When creating your Excel spreadsheet, you’ll first want to think about the features you need and the features you want. Below is an (incomplete) list of features to look out for when choosing an Excel spreadsheet for your email marketing needs:

  • Sorting
  • Filtering
  • Pivoting
  • Automatic Calculations
  • Totals
  • Highlighting Rows and Columns
  • Paging
  • Automatic Redlining
  • Matching
  • Freezing Panes
  • Sorting Rows and Columns
  • Custom Colors
  • Multiple Worksheets
  • Header And Footer
  • Autofill
  • PST (password-protected) Files
  • More

Also, make sure to check out the compatibility of your chosen program (e.g., Excel 2013, which you’ll most likely need to have in order to use the above features).

The Basics Of An Excel Spreadsheet

Depending on what features you need, you’ll most likely end up with a simple or a complex spreadsheet. Below, we’ll discuss the basics of both:

  • The Simple Spreadsheet
  • The Complex Spreadsheet

In a nutshell, a simple spreadsheet is one that has just a few sheets. It usually has just three:

  • Sheet1
  • Sheet2
  • Summary

These three sheets are all you need to get started with an email marketing campaign using Excel. You’ll use sheet1 to enter your email addresses (row by row), sheet2 to enter the emails you send out (row by row), and summary for keeping track of the overall performance of your list.

Sheet1 will have a column header of A, B, C, and so on (left to right), and each row will have a corresponding email address in column A and a checkbox in column B. When you click the checkbox, you’ll be taken to the next row. This part will be a bit tedious since you’ll have to go through and enter all your email addresses one by one, but it’ll be worth it in the end. Once you enter all the data, you can sort the list by clicking on any of the column headers (e.g., sort by email or name).

Sheet2 will have the same A, B, C, and so on header as above, and this time the rows will be headed by a checkbox and the corresponding emails. The benefit of this sheet is that when you check a box in a row, all the boxes in that row will be marked as well (i.e., this is a checkbox that was ticked – marked as checked). This can be very useful for creating an autoresponder where you can set up email sequences (e.g., welcome series, repeat client series, and so on).

Summary will be represented by a simple grid with three columns:

  • Sender (who sent this email)
  • Date (when this email was sent)
  • Subject (the topic of this email, e.g., “Birthday Reminders for John”)

To the right of the grid will be a row of buttons with the following functionality:

  • Clear All
  • Copy
  • Paste
  • Delete
  • SortAscending
  • SortDescending
  • Highlight
  • Unhighlight
  • SelectAll
  • Print
  • PageSetup

Finally, below the grid will be a column of buttons with the following functionality:

  • PageDown
  • PageUp
  • ScrollelUp
  • ScrolllelDown
  • MoveFirstRowUp
  • MoveFirstRowDown
  • MoveLastRowUp
  • MoveLastRowDown

To the right of the above buttons will be a row of icons with the following functionality:

  • Sort
  • Filter
  • Find
  • CreatePivotTable
  • DataAnalyze
  • Properties
  • Help

More Than Meets The Eye

Speaking of simple spreadsheets, they usually don’t have a lot of eye candy attached to them (e.g., pretty charts, icons, and so on). That being said, there is more than meets the eye connected to a simple spreadsheet. For example, Excel is highly interactive and allows for many customizations. Also, many of the above features are available for free in the basic edition of Excel. The above list, however, is not exhaustive; it merely comprises some of the most useful features to look out for in a spreadsheet program. In the end, it’s all about what you need for the task at hand. In some instances, you may not need a lot of features at all and can get by with just the basics. In other instances, you may need every feature available and can’t really do your job as a marketer without it.

In short, don’t get fooled by the simplicity of a simple spreadsheet. It may seem like a no-frills program, but make sure to check out all the features attached to it. This way, you’ll be sure to create an effective email marketing campaign that tracks performance and offers customizations.

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