Please Note: This article is written for users of the following Microsoft Excel versions: 97, 2000, 2002, and 2003. If you are using a later version (Excel 2007 or later), this tip may not work for you. For a version of this tip written specifically for later versions of Excel, click here: Automatic Text in an E-mail.

Automatic Text in an E-mail

by Allen Wyatt
(last updated April 6, 2015)

4

Laura has an e-mail address that is a hyperlink in Excel. She edited the hyperlink so that the e-mail created when the link is clicked has a subject line. She wants to be able to have the e-mail automatically contain text, as well.

There is a way to do this rather easily in Excel. To see the way to do it, put the address of the e-mail recipient in A1, the desired message subject in A2, and the desired message body text in A3. Then, in a different cell, use this formula:

=HYPERLINK("mailto:" & A1 & "?subject="
& A2 & "&body=" & A3, "Linking text")

This results in a hyperlink that users can click and have both the subject and body filled in. The downside to this is that your message body can't be terribly long. The total length permissible for any hyperlink is 255 characters, including the words such as "mailto," "subject," and "body." Thus, if the length of the address in cell A1 is 16 characters, the length of the subject in cell A2 is 25 characters, and the "overhead" ("mailto," "subject," etc.) take 22, then that means your message in cell A3 cannot be over 192 characters. (That's a relatively short message.)

You can also create the appropriate hyperlink using the Insert Hyperlink dialog box. Follow these steps:

  1. Click Insert | Hyperlink. Excel displays the Insert Hyperlink dialog box.
  2. Make sure the E-mail Address option is chosen in the Link To area. (See Figure 1.)
  3. Figure 1. The Insert Hyperlink dialog box.

  4. In the Text to Display field, enter the text you want to appear in the worksheet.
  5. In the E-mail Address field, enter the address to be used in the link.
  6. In the Subject field, enter the text you want used for the subject line.
  7. Immediately after the subject text (in the Subject field), type an ampersand and the word "body" followed by an equal sign (as in "&body=" without the quote marks).
  8. Continue typing your desired body text, after the equal sign.
  9. Click on OK.

You should note that this approach will work for most mail clients. If it doesn't work for yours, then try replacing the spaces in the subject and the body with the characters %20.

ExcelTips is your source for cost-effective Microsoft Excel training. This tip (3859) applies to Microsoft Excel 97, 2000, 2002, and 2003. You can find a version of this tip for the ribbon interface of Excel (Excel 2007 and later) here: Automatic Text in an E-mail.

Author Bio

Allen Wyatt

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He  is president of Sharon Parq Associates, a computer and publishing services company. ...

MORE FROM ALLEN

Determining a State from an Area Code

Want to be able to take information that is in one cell and match it to data that is contained in a table within a worksheet? ...

Discover More

Potential Shortcut Key Problems

When configuring Word so that it matches your preference in shortcut keys, you need to be careful about what shortcut keys ...

Discover More

Using the FORECAST Function

Excel provides a handy worksheet function that allows you to forecast values based upon a set of known values. This function, ...

Discover More

Solve Real Business Problems Master business modeling and analysis techniques with Excel and transform data into bottom-line results. This hands-on, scenario-focused guide shows you how to use the latest Excel tools to integrate data from multiple tables. Check out Microsoft Excel 2013 Data Analysis and Business Modeling today!

MORE EXCELTIPS (MENU)

Sending Single Worksheets via E-mail

Got a single worksheet that you want to e-mail to someone, but don't want them to see the rest of the worksheets in the ...

Discover More

Extracting E-mail Addresses from Hyperlinks

If you have a list of hyperlinked e-mail addresses in a worksheet, you may want to extract the addresses from those ...

Discover More
Subscribe

FREE SERVICE: Get tips like this every week in ExcelTips, a free productivity newsletter. Enter your address and click "Subscribe."

View most recent newsletter.

Comments for this tip:

If you would like to add an image to your comment (not an avatar, but an image to help in making the point of your comment), include the characters [{fig}] in your comment text. You’ll be prompted to upload your image when you submit the comment. Images larger than 600px wide or 1000px tall will be reduced. Up to three images may be included in a comment. All images are subject to review. Commenting privileges may be curtailed if inappropriate images are posted.

What is nine more than 2?

2017-02-17 18:25:02

Jack

Is there a way to set a whole column to automatically create a email hyperlink when an email address is typed? Also, is there a way to make every email address hyperlink in that column open the same email template when clicked and have the mailto: be that email address?


2016-08-22 20:01:25

Monte

This works fine for me except when I try to reference a cell on another tab in the same spreadsheet. For Example (omitting the first parts), "&body=" & B6 works, but "&body=" & Overview!B6 does not. I get a #VALUE! error.

Is this =hyperlink command limited to cells only on that sheet?


2016-05-05 02:33:52

AliB

So you use &body= to add text to the body of a new email through a hyperlink.
Is there any syntax to use to add today's date to the subject line.
i.e. My Subject Line: &Today dd/mm.

I am only after the day and month (dd/mm), however any format will help.


2015-05-23 07:55:36

Satish THiyagarajan

Thank you so much for the tip and taking time to share your knowledge.


Newest Tips
Subscribe

FREE SERVICE: Get tips like this every week in ExcelTips, a free productivity newsletter. Enter your address and click "Subscribe."

(Your e-mail address is not shared with anyone, ever.)

View the most recent newsletter.

Links and Sharing
Share