Open a Shared Mailbox to Perform Mail Merge in Outlook for Windows

Introduction

How do I open a Shared Mailbox to perform a Mail Merge on Outlook?

Instructions

1. First, go to: Adding a Second Profile in Outlook Application to set your shared mailbox up as a second profile, if you haven’t already done this.

2. Open Outlook to the appropriate profile.

3. Put Outlook in Offline Mode. 

          a. Go to the Send/Receive tab and select the Work Offline button.

            https://www.stcloudstate.edu/its/_files/images/rightnow/migrate/o365104.png

  • If you are using Office 2016 for the Mac, go to the Tools tab and toggle the Online/Offline button

4. Open the document you want to send via MailMerge.

5. Go to the Mailings tab.

6. Click Select Recipients and go to Use Existing List.

7. Use the dialog box to navigate to and open the data spreadsheet.

8. Select the appropriate table in the text dialog box.

  • If necessary, select Edit Recipient List and de-select all unwanted data.

9. Select Finish and Merge.

10. Go to Send E-Mail Messages.

11. In the “Merge to E-mail” dialog box that comes up, verify that the To: field and the Subject line field show the correct fields. Then verify that the mail format is HTML. Click OK.

12. The emails will then propagate in your Outbox in Outlook.

  • If you want to, you can open them up and manually edit any information in. For example, in the CC field you could add additional recipients.

13. When you are sure that the emails are correct, turn Outlook back into Online mode and the messages will be sent.