How To Send Email From Excel

You might be having Gmail or Yahoo accounts for sending and receiving emails. But, Excel offers the option to send emails directly from Excel itself. Suppose, you are busy with some Excel application and want to send an email to your manager or team member attaching the same Excel document you are working on. You can complete it in seconds without opening your Yahoo or Gmail inbox.

Send Email

Step 1. Open Excel and save your file as email.xlsx.

Step 2. Go to the quick access tool bar and click E-mail (circled in red).

Email Quick Access Toolbar

Now your quick access toolbar will look like this with an email icon.

Email icon

Step 3. Click the email icon from the quick access toolbar and it will open your default email program. Here, Microsoft Outlook is the default email program and it gets opened.

Email outlook

You could see that your default email address has been filled automatically in the From address. The subject is automatically filled as the name of your Excel file and the same Excel file has been attached in the attachment section.

Step 4. If you want to change the from address click the From dropdown and click Other E-Mail address. In the new window, enter your email address in the textbox provided and click OK.

Step 5. Enter the email address of the recipient in the To textbox. You can also specify cc email ids if you want. If you want to change the subject, then change it.

Step 6. If you do not want to send the Excel file as an attachment or if you want to send another attachment, select the attachment from the textbox.

Email attachment

Press the DEL button on your keyboard. If you want to attach another file, go to Message (main menu in the Outlook) –> Attach File (in the Include category) and select the file you want to attach.

Email attach file

If your default email program is not Microsoft Outlook, then these options could be different.

Step 7. Enter your message in the space provided below the attachment option.

Step 8. Once all the details are entered, you need to click the Send button which will send your email to the recipient(s) you specified.

Email send

You might have to specify the server name, user name and password for sending emails directly from Excel. Instead of using the built-in Email sending feature of Excel, you can also write your own function to send emails.

Step 1. Enter data as shown in the following image:

Email data

Enter the to address (separated by comma if more than one) in cell B1, the subject of your email in cell B2, your message in cell B3 and full path to your attachment in cell B4 (eg: C:Testtt.txt).

Step 2. Press Alt + F11 which will open the VBA editor.

Click Sheet1 from the left window.

Email project vba

Step 3. Enter the code given below in the window opened.

Sub CreateMail()

Dim objOutlook As Object

Dim objMail As Object

Dim rngTo As Range

Dim rngSub As Range

Dim rngMessage As Range

Dim rngAttachment As Range

Set objOutlook = CreateObject(“Outlook.Application”)

Set objMail = objOutlook.CreateItem(0)

With ActiveSheet

Set rngTo = .Range(“B1”)

Set rngSub = .Range(“B2”)

Set rngMessage = .Range(“B3”)

Set rngAttachment = .Range(“B4”)

End With

With objMail

.To = rngTo.Value

.Subject = rngSub.Value

.Body = rngMessage.Value

.Attachments.Add rngAttachment.Value

.Display ‘Instead of .Display, you can use .Send to send the email _

or .Save to save a copy in the drafts folder

End With

Set objOutlook = Nothing

Set objMail = Nothing

Set rngTo = Nothing

Set rngSub = Nothing

Set rngMessage = Nothing

Set rngAttachment = Nothing

End Sub

Step 4. Click the Save button which will open a new window.

Email dialog box

Click the Yes button.

Step 5. Click the Run button.

Email Run

This will open your default email program with all the details filled. You just need to click the Send button to send email.


You can download the Template here – Download
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