Question
How do I perform mail merge using a shared mailbox?
Answer
Setup an Outlook profile for the shared mailbox:
1. Exit Outlook.
2. Click the Start menu.
3. Type "Control Panel" and open it from the list.
4. Open "Mail" from the control panel (if only categories are shown, choose "User Accounts" first).
5. Click "Show Profiles...".
6. Click Add.
7. Type the name of the profile, (e.g. "something@missouri.edu") and click OK.
8. ?Enter the shared account address (e.g. "something@missouri.edu").
9. When prompted to login, use your personal @umsystem.edu account credentials to login.
10. Click Next.
11. Click Finish.
12. In the Mail window, select the new profile (by its e-mail address) then select "Prompt for a profile to be used".
Perform the mail merge using the shared mailbox:
1. Open Outlook.
2. Select a profile by clicking the down arrow next to the profile name and choosing one (e.g. "something@missouri.edu").
3. In Outlook, click the Send/Receive tab, then click "Work Offline".
4. Complete the Mail Merge using Microsoft Word (see https://support.microsoft.com/en-us/office/use-mail-merge-for-bulk-email-letters-labels-and-envelopes-f488ed5b-b849-4c11-9cff-932c49474705) . The emails will then be waiting in the Outbox folder in Outlook. If needed, you can open the drafted messages to manually edit any information (i.e. in the “CC” field you could add additional recipients).
5. When you are sure the emails in the Outbox folder are ready to be sent, click the Send/Receive tab, and turn "Work Offline" off. The Outbox folder should empty as the messages send and they should be in the "Sent Items" folder.
6. Exit Outlook.
For Additional Assistance
Please call the IT Help Desk at 573-882-5000, email at techsupport@missouri.edu, or you may select Live Chat! (Contact Us section) on the Division of IT Client Portal.