Mail Merge with a Shared Mailbox

Prerequisites / Minimum Requirements

•         Access to Shared Outlook Mailbox
•         Office 365
•          Outlook (not the online app)

End State / Outcome

• Mail merge from shared mailbox will be successful.

How to Steps

To begin you will need to create a New Mail Profile for Windows 11.  Instructions for that follow:

1.        Close Outlook if open.
2.        Click the Start button then select Settings (⚙️) in the fly-up window.
3.        On the line Find a setting at the top left, type Control Panel and select the Control Panel.
4.        In the new Control Panel pop-up window, select User Accounts.
5.        In the new User Accounts menu, select Mail (Microsoft Outlook).

•        Note that, per Microsoft, for this to be an option, you need to have Outlook installed on your workstation and have run it at least once.

6.          In the new Mail Setup - Outlook pop-up Window, click the Show Profiles... button.

7.         In the new Mail pop-up window, click the Add... Button.
8.        Type the shared mailbox name (just the name) in the Profile Name text box and click OK.
9.        In the Add Account pop-up window, select Email Account, add your Full Name (first and last name only) and the Email Address (of the shared mailbox,) leave the password fields blank and click the Next > button.
10.        An Outlook Sign-In window should appear shortly. Enter the user's email address (NOT that of the shared mailbox).
11.        Note that, if you successfully connect, you'll get the message Congratulations! Your email account was successfully configured and is ready to use.
12.        If you've successfully configured the profile, click the Finish button.
13.        This should take you back to the Mail window. Change the selector at the bottom of the window from Always use this profile to Prompt for a profile to be used and click OK.
14.        Open Outlook and choose the profile from which you'll use mail merge.

 You will now be able to mail merge using the shared mailbox.