Mail-Merge as Shared Mailbox

Many times, when doing a mail-merge in Word you want to send as a shared mailbox, not your own email. To do that we need to set up another Outlook profile. First go to Outlook and choose File in the top left.

From there click Account Settings > Manage Profiles

In the window that appears choose Show Profiles…

Then click Add

Give it a name such as the shared mailbox name and click ok. From here another window should appear like so, choose Manual Setup and click Next.

Put in the email address of the shared mailbox and choose Next.

It should take you to a success screen like so:

If at any point you are asked to sign in as the shared mailbox, do not try to sign in as the mailbox. Instead use your OTC username and password. Since it is a shared mailbox, you do not have a password to it, but as long as you sign-in with your own account then you should be fine.

When done click Finish. You should now see two profiles inside the profiles window. You can click Ok to close it out.

Now that you have a profile, you can switch to it for the mail merge. To do that, go to Outlook and click File at the top left, then Info > Account Settings > Change Profile

It will ask you to restart Outlook, click ok and it will close. Reopen Outlook and you should see this:

Choose the new profile you created and click Ok.

Outlooks will now open with the shared mailbox as the main mailbox and will allow you to send mail-merges as that shared mailbox.

On the initial opening of the new profile, it might take several minutes for the mailbox to download and cache all the emails inside the mailbox. You should see an Updating status at the bottom of the screen when it is doing this.

Now that you have another profile, you can switch to it before doing a mail-merge to send-as the shared mailbox instead. Once you are done with the mail-merge you can close and reopen Outlook and it should default back to your normal mailbox.