Remove email addresses from customer database on unsubscribe

We have recently completed several projects where our client has a large customer database, names and email addresses in one list, and in another separate list is a download of all the email addresses that have chosen to unsubscribe or requested no further contact via email.

A company’s reputation is at risk if they continue to send emails to those individuals who have requested to opt-out and the company can face fines or even prosecution in repeat offence situations. It may seem quite straightforward to just remove the required emails form the customer list, but in many marketing situations, there could be tens if not hundreds of thousands of records that need to be cross referenced to make sure that the correct ones are removed, and potential customers who haven’t opted out will still receive your important marketing message.

Datanology have 2 methods that will cleanse your data as required and ensure all the unsubscribed/invalid email data is removed, allowing you to comply with the law, retain your good and fair reputation and also reduce cost by sending out your emails efficiently to those that can and do want to receive it.

Our first system involves VBA in Microsoft Excel, and a bespoke written script can remove the applicable email addresses in a single sweep of the data. This is usually a very quick script and can be created and implemented within 1 hours development, so is very low cost and very effective.

Our 2nd method is a little more manual, and this might be something you wish to complete yourself. Using a simple formula in Excel and then using the Autofilters, we can hide the unsubscribed/invalid email addresses and copy and paste away on another form, only the valid email address details. A quick ‘Remove Duplicates’ also ensures that each email appears only once.

The formula required is a simple =COUNTIF formula that checks if the customers email appears on the exclusion list, which incidentally we recommend is pasted into another tab in the same workbook for ease of reference. If the email appears on the exclusion list, the result of the =COUNTIF formula will be > 0. If it does not appear, the result will be 0. At this point we use the autofilter to just show the zero’s, copy the filtered data to another tab and there we have the desired output.

Feel free to leave a comment or send us a message and we’ll get back to you with any assistance or recommendations for your data project.l


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