A common method that companies use to organize email lists is through the use of a spreadsheet or database. Excel is one program that can be used to create email spreadsheet lists.
Contacts can be exported into the spreadsheet from various resources or entered manually. Sheets can then be sorted by contact name and information or email address. The Excel tool can be used to find duplicate entries for removal. Additional fields can be created in the spreadsheet to store and organize additional information. Excel sheets can be shared via email or printed. It is advised that companies make a backup of the spreadsheet in case the information is lost or corrupted due to computer issues.
In most cases email contact lists stored on a mobile device can be synced with a computer. Contacts can also be synced from social media sites including Facebook, Twitter, Google and LinkedIn. Database software like FilePro is a helpful tool that can be used to create and manage various types of lists.
Keeping an email database current and organized requires manual editing. A company can also opt to hire a mailing service such as Direct Mail Manager to help organize and maintain email lists containing customer and vendor contact information.