This guide explains how to automatically separate Work, Private, Assistant, and Other email addresses into clean, consistent columns using Excel. It works alongside the Ezekia Query Builder view created specifically for this purpose.


Overview

When exporting people data from Ezekia, email addresses and their labels may appear in a different order for each person. Because Ezekia displays emails based on how they were entered, the sequence cannot be standardised at export.

To work around this, you can:

  • Configure your own Query Builder export to output email labels and addresses in separate columns (explained below)
  • Use the formulas from the companion Excel file (attached) in this article to automatically sort the emails into consistent Work / Private / Assistant / Other columns
  • Quickly prepare an import-ready dataset without manual sorting (for example to upload to MailChimp)


1. Creating Your Own Query Builder Export

Steps to create the export

  1. Open Query Builder.
  2. Select People as the dataset.
  3. Apply any filters you need. Examples:
    • A specific marketing list
    • People with a particular job title or tag
    • A segment based on geography, seniority, or industry
  4. In Output Options, select the following columns to match the required structure:
    • Person first name
    • Person last name
    • Person email 1 label
    • Person email 1 address
    • Person email 2 label
    • Person email 2 address
    • Person email 3 label
    • Person email 3 address

These headings mirror the companion Excel file structure and allow the Excel formulas to work correctly.


2. The Excel File

Attached to this article is the master file: Master Email Address Type Extract Formulas.xlsx

It contains formulas that automatically identify and extract each email type, regardless of order.

The four formula columns included are:

  • Private email
  • Work email
  • Assistant email
  • Other email

These formulas scan all three email slots and return the correct address for each label.


3. How to Use the Files Together

Follow these steps each time you need an import‑ready dataset for an email marketing system:

Step 1 - Run the export

  1. Open the Query Builder.
  2. Select Email address from people list with type labels (3 total).
  3. Apply any filters you need.
  4. Click Download.

You will receive a spreadsheet via email.

Step 2 - Prepare the data in Excel

  1. Open the downloaded export.
  2. Open Master Email Address Type Extract Formulas.xlsx.
  3. Copy the four formula columns I, J, K, L from the master file.
  4. Paste them into the same columns in your downloaded export.

The formulas will automatically populate the correct email types.


4. Using the Results

Once the formulas have populated:

  • Copy Person first name/Person last name columns and the relevant email‑type column (e.g. Work email)
  • Paste these columns into a fresh Excel file
  • Save as CSV/Excel for your email marketing system

This removes the need for any manual re‑ordering.


5. Customisation Options

If your firm uses more than three email addresses per person or you need more data points, you can include the extra details, label/address pairs in the Query Builder output, and adjust the formulas in Excel accordingly (amend the columns letter to match).


Support

If you have any questions or need adjustments to this workflow, please reach out to support@ezekia.com.