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Overview

Email columns are specially designed for handling email addresses, with automatic validation and clickable mailto: links. When you click on an email address, your default email program opens with a new message addressed to that contact.

Unlike storing email addresses in text columns, dedicated Email columns ensure proper formatting, validate that addresses follow the correct structure (username@domain.com), and display emails in a distinctive style with clickable functionality. This makes managing contact information more efficient and reduces errors in your data.

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Column Display

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Cell View

Email columns in cell view display as formatted, clickable email addresses:

When clicked, the sidebar provides email actions and additional options:

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Use Cases

  • Contact management

    • Store primary and alternate email addresses for contacts
    • Track personal vs. work email addresses
    • Maintain up-to-date contact information for key stakeholders
    • Organize emails by department or function
    • Centralize communication channels for important contacts

  • User directories

    • Create company email directories with validation
    • Manage access credentials tied to email addresses
    • Organize user contact information by team or department
    • Track valid vs. inactive email accounts
    • Maintain emergency contact information

  • Client databases

    • Store client communication preferences
    • Track primary, billing, and technical contacts
    • Maintain accurate email information for invoicing
    • Support account management communication
    • Enable targeted client outreach campaigns

  • Mailing lists

    • Build segmented email lists for targeted communications
    • Validate addresses before adding to marketing campaigns
    • Track subscription preferences and opt-ins
    • Organize subscribers by interest or category
    • Manage bulk email operations with verified addresses

  • Sales leads

    • Capture and verify prospect email addresses
    • Track communication history with potential customers
    • Enable quick follow-up with interested leads
    • Organize leads by source, stage, or priority
    • Support automated lead nurturing sequences

  • Support requests

    • Track customer support communication channels
    • Enable quick response to support tickets
    • Associate requests with verified customer accounts
    • Organize support queue by domain or customer type
    • Manage support routing based on email attributes

  • Team rosters

    • Maintain accurate team contact information
    • Organize internal communication channels
    • Create distribution lists for project teams
    • Track contractor vs. employee email addresses
    • Support department-wide communication

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Features

  • Email Validation: Checks that addresses are properly formatted

    • Automatically verifies that addresses follow the correct structure (username@domain.com)
    • Helps catch typos and formatting mistakes when entering data
    • Ensures consistent formatting across all your email addresses
    • Helps maintain clean, error-free contact information

  • Clickable Email Links: Send emails with one click

    • Simply click on any email address to open a new message in your default email program
    • Save time by not having to copy and paste addresses
    • Immediately start composing emails to your contacts
    • Works with your preferred email client (Gmail, Outlook, Apple Mail, etc.)

  • Visual Distinction: Easily identify email data

    • Email addresses appear in blue to stand out from other text
    • Consistent styling helps quickly identify contact information
    • Clear visual indication of which fields contain email addresses

  • Organization Features: Better manage your contact information

    • Sort by domain name to group contacts from the same company
    • Filter to find specific email providers or company domains
    • Create views focused on specific contact types
    • Organize your contacts more efficiently

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Using AI with Email Columns

You can enhance your email data using AI-powered research tools:

  • Find Contact Information: Discover missing email addresses for your contacts
  • Verify Information: Check that email addresses are current and associated with the right people
  • Gather Additional Details: Find related information about your contacts like job titles or companies
  • Build Contact Profiles: Create more complete contact records by finding related information

These capabilities can help you build more complete contact lists and keep your email data up-to-date. To use these features, select an email column and look for the research options in the column settings menu.

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Best Practices

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Organization

  • Use Email Columns: Always store email addresses in dedicated Email columns instead of Text columns to take advantage of validation and clickable links

  • Create Clear Categories: Consider creating separate columns for different types of email addresses

    • “Work Email” and “Personal Email” columns
    • “Primary Contact” and “Billing Contact” columns
    • “Support Email” and “Sales Email” columns

  • Descriptive Names: Give your email columns clear names that indicate their purpose

    • “Primary Contact Email” instead of just “Email”
    • “Billing Contact” instead of “Contact 2”

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Data Quality

  • Keep Data Current: Regularly update email information
    • Set a schedule to review contact information
    • Note when email addresses bounce or are inactive
    • Update when contacts change roles or companies

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Privacy Tips

  • Respect Privacy: Be mindful of how you store and share email addresses

    • Only collect email addresses you have permission to use
    • Be careful when sharing sheets containing contact information
    • Consider who has access to sensitive contact lists

  • Clear Documentation: Note where you got email addresses and any usage limitations

    • Track opt-in status when relevant
    • Note if there are restrictions on how emails can be used

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Usage Tips

  • Quick Actions: Use the clickable email feature to save time

    • Simply click on an email address to start a new message
    • Use sorting to group contacts from the same company (by domain)
    • Create filtered views for specific groups of contacts

  • Combine with Other Columns: Pair email columns with related information

    • Add a “Notes” column for context about each contact
    • Include “Last Contacted” date columns
    • Add “Contact Preference” columns (email, phone, etc.)

  • Plan for external system integration

    • Ensure compatibility with email marketing platforms
    • Maintain formats suitable for CRM synchronization
    • Consider API requirements for email data
    • Document mapping between email fields and external systems
    • Test integration scenarios before bulk operations