Media List Template for Excel (2026), Set It Up Step by Step
A media list template for Excel takes ten minutes to build. You set 14 columns, a table, drop-down lists and a color rule for follow-ups.
Excel is a good home for a media list because it sorts, filters and flags dates well. This page walks through seven steps.
Facts and counts checked October 19, 2026. See something wrong? Tell us.
Key takeaways
- Build the Excel media list template in seven steps, from headers to color alerts for follow-ups.
- Use Insert Table, Data Validation and a Conditional Formatting formula rule.
- Use Remove Duplicates on the email column to keep the list clean.
Download the workbook. If you would rather not build the columns by hand, the finished Excel version is on the media list template page, along with a CSV file and a printable PDF. It opens in Excel, and Google Sheets imports it without losing the drop-down lists.
Step 1, set up the columns
Open a blank workbook and type these 14 headers in row 1, one in each cell from A to N.
First name Last name Title Outlet Media type Beat Location Email Email status LinkedIn or social link Recent story Tier Pitch status Next follow-up date
You can also paste the line above into cell A1. Excel splits tab-separated text into columns on its own. The reasons for each column are in our general media list template article.
Step 2, turn the range into a table
Click any cell in your headers, then press Ctrl and T on Windows, or Command and T on a Mac, and confirm that the table has headers. A table gives you filter arrows on every column, banded rows, and formulas that grow as you add people.
Step 3, add drop-down lists
Drop-downs stop typos, and typos break filters.
- Select the Pitch status column, without the header.
- Go to the Data tab and choose Data Validation.
- Under Allow, pick List.
- In Source, type Not contacted, Pitched, Replied, Covered, No thanks.
- Click OK.
Do the same for Tier with the choices A, B, C, and for Media type with TV, Radio, Newspaper, Online, Magazine, Podcast, Video.
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Step 4, color the follow-up dates
You want Excel to shout when a follow-up is due.
- Select the Next follow-up date column.
- On the Home tab, choose Conditional Formatting, then Highlight Cells Rules, then A Date Occurring.
- Pick Today and a red fill. These built-in rules only catch dates from the last week, so for older ones use the formula below.
Now rows due today or in the last week turn red. To catch every row due today or earlier, use a formula rule instead. Select the column, choose Conditional Formatting, then New Rule, then Use a formula to determine which cells to format, and type =AND(N2<>"",N2<=TODAY()). Change N to the letter of your follow-up column, pick a red fill and click OK.
Step 5, freeze the top row and add filters
On the View tab, choose Freeze Panes, then Freeze Top Row. If you made a table in step 2, filters are already on. Try filtering Tier to A and Pitch status to Not contacted. That is your to-do list for the day.
Step 6, remove duplicates
When you add new names, duplicates creep in. Select the Email column and choose Data, then Remove Duplicates. Email is a better key than name, because two reporters can share a name but not an inbox.
Step 7, import contacts from a database
If you export contacts from a database as a CSV file, open the file in Excel, copy the rows, and paste them under your headers. The Media List export has these columns for each contact. First name, last name, title, email, email status, LinkedIn, outlet, website, location, country and industry.
Most of those line up with your template. Paste each column under the matching header, then fill in Tier, Pitch status and Next follow-up date yourself. The database holds 38,000+ journalists, editors and producers, plus 189,000+ YouTube channels and 1.2 million podcasts, so you can add creators to the same workbook.
Extra tabs worth adding
- Coverage. Date, outlet, link and headline for every story you earn.
- Do not contact. Anyone who asked you to stop. Check this tab before every send.
- Story notes. One line on each pitch you sent and the reply you got.
Excel or Google Sheets
Both work. Excel is stronger on conditional formatting and offline work. Google Sheets is easier for sharing with a client or teammate. The columns are identical, so you can move between them. If you work in a team, a database with shared lists may save more time than either one.
Next steps
After the template is ready, follow the plan in how to create a media list to fill it. If you send by email, read is it legal to email journalists first.
You can fill your workbook with real contacts through a 3-day trial at $0 today with a card or PayPal. Export up to 25 contacts during the trial. Plans start at $99 a month.
Questions, answered
Is there an Excel template for a media list?
You can build one in ten minutes with the 14 columns on this page. Use a table, drop-down lists and a date rule for follow-ups.
How do I make a media list in Excel?
Type the headers in row 1, turn the range into a table, add drop-down lists for status and tier, color the follow-up dates, and paste in your contacts.
What columns should a media list spreadsheet have?
Name, title, outlet, media type, beat, location, email, email status, a social link, a recent story, tier, pitch status and next follow-up date.
How do I import a CSV media list into Excel?
Open the CSV in Excel, copy the rows, and paste them under the matching headers in your template. Check that email and name columns line up.
Can I use the same template in Google Sheets?
Yes. The columns are the same. In Google Sheets, use Data, then Create a filter, and Insert, then Dropdown to get the same tools.
How do I remove duplicate contacts in Excel?
Select the email column and choose Data, then Remove Duplicates. Email is a better key than name.
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