How to perform a Mail merge using a Shared Mailbox

This article will explain how to setup the initial configuration required by Outlook to perform a mail merge using a Shared Mailbox.

Is there anything I need to do first?

No, not if you actively use the mailbox and it is displayed in the left folder pane of Outlook. These instructions will work for you.

If you cannot see the mailbox in Outlook, you may need to be added as a member to the required Shared Mailbox. This is not the same as traditional delegate access, and only IT can grant this. Access can be requested through IT via the following online form, by an existing member of the shared mailbox.

Shared Mailbox access form


Which operating systems can I perform the mail merge on?

The instructions in this article can be used on Windows 10 and Windows Virtual Desktop. For use with Apple Mac or Linux, please use Windows Virtual Desktop. For more information on using Windows Virtual Desktop, please see the following article.

Now that I have the correct access to the Shared Mailbox, what should I do?

In order to perform a mail merge using a shared mailbox, it is necessary to create a separate Outlook profile for the shared mailbox. To do so, please follow these steps:

  1. Close Outlook if it is currently open. 
  2. Open Control Panel by clicking the Start button in the bottom far left corner, then type control panel.
  3. If View by is set to Category, then change this to Large Icons.
  4. Click Mail.
  5. Click on Show Profiles.
  6. Click on Add
  7. Enter the Shared Mailbox name (example - Exams Office) and click OK
  8. In the email address field type the exact email address of the shared mailbox, for example 
  9. Leave both password fields blank and click Next
  10. A Windows security pop-up box will appear. Enter YOUR username in the following format YOUR password. Click OK
  11. Open Control Panel again and click Mail then click Show Profiles.
  12. Next to Always use this profile select the account you would like Outlook to default to when first opened. Then select the tick option next to Prompt for a profile to be used
  13. Click OK
  14. Open Outlook and select the newly-configured profile from the drop down. This small window will now appear whenever Outlook is opened, so that you can choose between your own mailbox and Shared Mailboxes.
  15.  If you wish to add another Shared Mailbox, please repeat steps 1 to 13.

Now that you have added the Shared Mailbox as a separate Outlook profile, you can perform the mail merge. Please make sure to have the applicable Shared Mailbox profile open in Outlook at the time of performing the mail merge.

If you wish to switch Outlook profiles to a different Shared Mailbox or your own mailbox while Outlook is open, please close Outlook and re-open it to select an alternative profile.

For more general information on performing mail merges, please see this Microsoft documentation.