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How to Automatically Add Email Addresses in Microsoft Lists

Muhammad Talha Oct 10, 2026 868 views

Question details

The user needs to automatically generate full email addresses from existing employee usernames within a Microsoft List.

How to Automatically Add Email Addresses in Microsoft Lists

Product: Microsoft Lists
Device & OS: not provided
Scenario: Creating an employee directory, contact list, or tracking system where all users share a common company email domain.
Observed behavior: Currently, email addresses must be manually typed or duplicated. The goal is to automate this process using dynamic formulas.

Before you start

Ensure you have full editing permissions for the target Microsoft List and verify the exact name of the column containing your employee usernames.

Solution 1Recommended

Use a Calculated Column to Generate Email Addresses

Create a calculated column that automatically appends your organization's domain name to the existing username column.

Microsoft Lists allows you to create calculated columns that process data from other columns in the same item. By using a simple text concatenation formula, you can merge the username with a static email domain, saving time and preventing manual data entry errors.

Access List Settings

Navigate to your target Microsoft List. Click on the gear icon (Settings) in the top right corner of the screen, and select 'List settings' from the dropdown menu.

Create a New Column

Scroll down the settings page to the 'Columns' section and click on the 'Create column' link.

Configure Column Properties

Type 'Email Address' (or your preferred name) into the Column name box. Under 'The type of information in this column is', select 'Calculated (calculation based on other columns)'.

Enter the Concatenation Formula

In the formula box, type =[User Name]&"@yourdomain.com". Make sure to replace [User Name] with the exact title of your username column, and @yourdomain.com with your organization's actual email domain.

Save the Column

Choose 'Single line of text' for the data type returned from this formula, then click 'OK' at the bottom of the page to save and apply your new column.

Use a Calculated Column to Generate Email Addresses

Syntax check: Ensure that the column name enclosed in brackets exactly matches the spelling and spacing of your existing username column. Also, do not forget the quotation marks around your domain string.

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If you are looking for a highly efficient, offline-capable way to manage employee directories and contact lists without a Microsoft 365 subscription, WPS Spreadsheet is an exceptional choice. It provides the same powerful formula features to automate tasks like email generation.

1. Open WPS Spreadsheet: Launch WPS Office and create a new blank spreadsheet for your directory.
2. Enter Usernames: Type your employee usernames into Column A (starting from A2).
3. Apply the Formula: In cell B2, type =A2&"@yourdomain.com" and press Enter to generate the complete email address.
4. Drag to Fill: Click and drag the small square at the bottom-right of cell B2 down the column to automatically apply the formula to all other users.

Free and lightweight alternative to Microsoft OfficeFully compatible with Microsoft Excel (.xlsx) formatsEasily automate data entry like generating email addresses using formulasFamiliar user interface with a virtually zero learning curveBuilt-in PDF tools and seamless cloud syncing across devices

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Frequently Asked Questions

Will the email address update automatically if a username is changed?

Yes. Because the calculated column directly references the username column, any edits made to the username will instantly recalculate and update the generated email address.

Can I make the calculated email addresses clickable links?

By default, a calculated column returns plain text. To make the email addresses clickable, you will need to apply column formatting using JSON to render the text as a hyperlink with a 'mailto:' prefix.

Why am I getting a syntax error when saving my calculated column?

Syntax errors typically occur if you misspell the referenced column name, forget the brackets around the column name, or omit the quotation marks around the domain text (e.g., "@domain.com"). Ensure your formula strictly follows the format: =[Column Name]&"@domain.com".

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