How to use a Shared Mailbox Address for an Email Mail Merge

Overview

Instructions for how to configure Outlook to use a shared mailbox email address for a mail merge. This will enable users to send emails using the shared mailbox address instead of their own personal email address. 

These instructions are only for Shared Mailbox accounts. 

Details / Instructions

Windows PC - Outlook

1. Click File > Info > Account Settings > Account Settings…
   1. You should see your account and the new Shared Mailbox account.
   2. Highlight the account that you wish to use for the Mail Merge by clicking it.
      1. Click Set as Default on the menu bar.
      2. The checkbox should appear next to that account.
2. Click File > Options > Mail
   1. Scroll down until you see the Send Messages area
   2. Enable the Always use the default account when composing new messages option.
3. You are now ready to perform a mail merge. The merge will use the default account (now the shared mailbox) to send the emails.
4. When you are finished, repeat step 7 to set your mailbox back to the default account.
5. In the future, you can simply repeat step 7 to perform another mail merge from that account.

MacOS - Outlook

1. From the Apple menu, click Outlook > make sure Legacy Outlook is checked
2. Go back to Outlook > Settings (Preferences if you are on Monterey OS or earlier)
3. Select Accounts
4. For those who already have a shared mailbox:
   1. Click on your regular account and select Advanced
   2. Select Delegates tab > click on minus sign underneath Open these additional mailboxes: to delete the shared mailbox there > click OK
   3. Back in the Accounts page, click on the + (plus sign) on the bottom left hand corner > Add an Account
   4. Enter shared mailbox email address (ex: test_shared@richmond.edu) > Continue
   5. When you get to Enter password section, do not put in the password yet
      1. Select Sign in with another account
      2. Input your Richmond email address (ex: jane.doe@richmond.edu) > Next
      3. Enter password for your Richmond email address (not Shared Inbox) > Sign in
      4. Authenticate with Duo Mobile
      5. If you get a message saying "unsynchronized items for jane.doe@richmond.edu 1 will be deleted", click OK > Done
   6. When you have gotten the "new" shared inboxes listed, it will give you 2 new mailboxes in your name. Please do the following to fix it:
      1. Click on [first.lastname]@richmond.edu 2 and choose the minus sign (-) to delete it.
      2. You will get a pop-up message asking "Are you sure you want to sign out of this account?" and click Sign Out
      3. Click on [firstname.lastname]@richmond.edu 1 and change the following descriptions:
         1. Account description: [name of shared inbox]@richmond.edu
         2. E-mail address: [name of shared inbox]@richmond.edu
         3. Close out of Accounts page and open it back up again
            1. Outlook > Settings > Accounts​​​​
5. Click on the shared mailbox from the accounts pane so that it is highlighted. Click on the circle with 3 dots icon at the bottom of the Accounts pane column and select to set the shared mailbox as the default account.
6. You are now ready to perform a mail merge. The merge will use the default account (now the shared mailbox) to send the emails.
7. When you are finished, you can set your repeat step 6 to set your personal mailbox back as the default account.

See Also