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. Public folder inboxes can not be used for mail merges. 

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 > Preferences. Select Accounts
2. Click on the shared mailbox from the accounts pane so that it is highlighted. Click on the gear icon at the bottom of the Accounts pane column and select to set the shared mailbox as the default account.
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, you can set your repeat step 6 to set your personal mailbox back as the default account.

See Also