Objective
Following these steps will create a secondary profile for your Outlook so you can conduct mail merges using a shared mailbox instead of your own mailbox.
Environment
Spartan Mail
Outlook
Before You Begin
If you wish to perform an e-mail mail merge from Microsoft Word and wish to send the emails from a shared mailbox you will need to setup a separate profile for the shared mailbox because Microsoft Word will only send from the emails from the default/primary mailbox.
For normal access to a shared mailbox you can add the mailbox to the primary profile of your personal email account so both accounts can be viewed at the same time. You will then only use the profile that is setup using the steps below only when you want to perform a mail merge.
Information for adding a shared mailbox to your account for normal sending/receiving and calendar access is available in KB 902 (link).
Steps
- Open the Mail control panel item from the Windows Control Panel. If you are in category view, change the view by changing the option in "View By" in the upper right hand portion of the control panel.
- Click Show Profiles
- Click Add to create a new profile
- Enter a profile name and click OK
- Enter the email address fore the shared mailbox and click Next
DO NOT ENTER ANY PASSWORD ON THIS SCREEN
- Click Finish
- Select Prompt for a profile to be used and click OK
- Open Outlook and select the Shared Mailbox Profile and then click OK
- When prompted for a password select Use a different account, and then enter your netid@msu.edu and your MSU NetID password for the account that has been given full access permission to the shared mailbox. Normally "Remember my credentials" is also selected so you do not have to re-enter your MSU NetID and password each time.
- Outlook will show the shared mailbox
- Open Microsoft Word and follow the normal steps to perform an email mail merge.
Additional Info
Microsoft has instructions how to perform a mail merge on support.microsoft.com (link).