Opening Classic Outlook as a Shared Mailbox for Mail Merge

Opening Classic Outlook as a Shared Mailbox for Mail Merge

Summary

This article provides step-by-step instructions for opening the classic version of Microsoft Outlook as a Shared Mailbox. This setup can be used when performing a mail merge on behalf of a department or team using a Shared Mailbox.  Please be careful and test before proceeding with your mail merge.

Environment

  • Microsoft Outlook (Classic Desktop App)
  • Windows OS
  • Shared Mailbox configured in Microsoft 365
  • Microsoft Word (for Mail Merge)

Audience

USNH faculty and staff who need to send mail merge emails from a Shared Mailbox.

Prerequisites

  • You must have access to the Shared Mailbox.
  • The classic Outlook must be installed and configured with your USNH account.
  • The Shared Mailbox must already be created and visible in your Outlook profile.

Instructions

Step 1: Open Outlook Using the Shared Mailbox Profile

  1. Close Outlook completely.
  2. Open Control Panel > Mail > Show Profiles.
  3. Click Add to create a new profile.
  4. Name the profile (e.g., SharedMailbox_MailMerge).
  5. Choose Manual setup or additional server types > Next.
  6. Select Microsoft 365 or Exchange (depending on your version).
  7. Enter the shared mailbox email address (e.g., department@usnh.edu).
  8. When prompted for credentials, enter your own USNH credentials (not the Shared Mailbox username).
  9. Complete the setup and click Finish.

💡 Tip: You may need to restart your computer or Outlook to see the new profile.

Step 2: Launch Outlook with the Shared Mailbox Profile

  1. Open Control Panel > Mail > Show Profiles.
  2. Under When starting Outlook, select Prompt for a profile to be used.
  3. Open Outlook and choose the newly created Shared Mailbox profile.

Step 3: Perform the Mail Merge in Word

  1. Open your Mail Merge document in Microsoft Word.
  2. Use the standard steps to send your mail merge for a small test audience.
  3. After confirming that it worked as desired, proceed with more sends.

⚠️ Note: Mail Merge sends emails through the currently active Outlook profile. Ensure you are using the shared mailbox profile before starting the merge.

Troubleshooting

  • If you receive a permission error, verify that you have Send As rights for the shared mailbox.
  • If the Shared Mailbox does not appear during setup, contact your campus support to confirm mailbox configuration.
  • For issues with Mail Merge formatting or delivery, test with a small batch before sending to all recipients.

Need Help?

Contact your local support team or submit a ticket via the ET&S Help Desk.

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