Mail Merges using Microsoft Word and Outlook

This guide provides instructions on how to send a mail merge from Microsoft Word using Microsoft Outlook.

For Personal Mailboxes and Legacy Department Accounts

For personal Ithaca College accounts and legacy department email accounts, you must use the classic version of Outlook for Windows and the classic and new versions of Outlook for MacOS. Refer to the following articles on how to prepare your data, set up a new mail merge list with Word, insert mail merge, and send the bulk email out with Outlook:

• Use mail merge to send bulk email messages (microsoft.com)
• Video: Mail merge (microsoft.com)

For Shared Mailboxes

This guide provides instructions on how to send a mail merge from Microsoft Word using Microsoft Outlook with a shared mailbox.This is useful for sending bulk emails that appear to come from a shared mailbox rather than a personal email account.

Enable Mail Merge Capability

Mail merges will not work unless this feature is enabled for the shared mailbox. To enable this capability, submit an Email and Calendar Help Request.

Add New Profile to Microsoft Outlook

Once enabled, you must add the shared mailbox as a new profile in Microsoft Outlook.

Outlook (Classic) for Windows

1. In the Microsoft Outlook application's top menu, select File > Account Settings > Manage Profiles.
2. In the Manage Profiles dialog, select Show Profiles.
3. Select Add.
4. In the Profile Name textbox, enter a name for the new profile that matches the shared mailbox name and select OK.
5. Change the email address field to match the shared mailbox account on the Add Account dialog. Then, change the Your Name field to match the display name of the shared mailbox.
6. Type in the password for the shared mailbox and select Next. On the next dialog, select Finish.
7. Back on the Mail dialog, select OK.

To use the shared mailbox for mail merges:

1. In the Microsoft Outlook application's top menu, select File > Account Settings > Change Profile. Outlook will restart.
2. Select the shared mailbox profile you want to use for mail merges.

Outlook (New) for Windows

For Microsoft Outlook (New), the shared mailbox does not need to be added; it will automatically be added as an email account.

1. In the Microsoft Outlook application's top-right menu, select  Settings.
2. In the Settings dialog, select Accounts > Email accounts.
3. Sign in to the shared mailbox account.
4. If prompted, uncheck Allow my organization to manage my device and select No, sign in to this app only.
5. Back in the Email accounts dialog, select Manage next to the shared mailbox account.
6. Select Set as primary account. Outlook will restart.

Outlook for macOS

1. In the Microsoft Outlook application's top menu, select Outlook > Settings.
2. In the Settings dialog, select Accounts.
3. For the default personal Ithaca College account, select Delegation and Sharing.
4. Select the Shared With Me tab.
5. Select + Open Mailbox button.
6. Search for the shared mailbox.
7. In the Settings dialog, select Profiles.
8. Select the  Create a new profile button.
9. Enter a name for the new profile that matches the shared mailbox name and select an icon and theme.
10. Select the new profile created, and select only the shared mailbox from which you want to mail merge.

Send Mail Merges from Microsoft Word

To send emails from the shared mailbox, you will need "send as" or "send on behalf" permission. Before sending any mail merges, ensure that Microsoft Outlook runs with the correct profile and is configured with the shared mailbox. If the Merge to E-Mail functionality from Word is unavailable, ensure Outlook is the default email app.

See also:

• Use mail merge to send bulk email messages (microsoft.com)
• Change the default email app (apple.com).

Troubleshooting

• Emails Not Sending: Ensure Outlook is set to use the shared mailbox as the default sending account.
• Merge Fields Not Populating: Double-check that the data source is correctly linked and that field names match.

Further Reading

• Use mail merge to send bulk email messages (microsoft.com)
• Overview of Outlook email profiles (microsoft.com)