What is this?
An Outlook mail merge involves sending multiple unique emails to groups of recipients, based on data from Excel or Word documents.
Usually these are sent from a persons own NSCC email account, but there are some cases where those messages should be sent from an existing Shared Mailbox.
- You must already have access to that Shared Mailbox
- Classic Outlook must be used for this feature. All staff have it installed on their computers.
- New Outlook has a more limited version of Mail Merge that cannot add data into each message
There are two steps to do this
The first step is to add the Shared Mailbox to Outlook.
The second step is to temporarily configure Outlook to use the Shared Mailbox account for sending messages.
It is important that you reverse this second step after the mail merge is complete.
Otherwise all your subsequent messages would also be sent from that Shared Mailbox, which others may be able to view.
Instructions
First Step:
Select File
Select Account Settings, and Account Settings again
Select New, and then enter the email address of the Shared Mailbox
Select Connect
Select 'Sign in with another account"
Shared mailboxes do not use passwords, so your own NSCC credentials give you access to it
Enter your own W# and password
That shared mailbox should now be added as a 2nd email account in your Outlook
That is the first step completed.
Close and restart Outlook
Second Step:
Before you send a mail merge, you must change the setting below, to make the Shared Mailbox the default mail account in Outlook. Otherwise the merge send would come from your own NSCC address.
It is IMPORTANT to only do this just before sending the mail merge, otherwise all your sent email may be sent via the Shared Mailbox account, and be visible to others with access to that mailbox.
Select the Shared Mailbox account and select 'Set as Default'
Close and restart Outlook
In Outlook, select File, then Options
Select Mail on the left side of the new window, then scroll down to "Send Messages"
Be sure the "Always use the default account when composing new messages" is checked ON
That is the second step completed.
You may now send your mail merge, and the messages should come from the Shared Mailbox email address/account.
We advise to do a small test merge send first, to ensure no steps were missed.
Important - Once the Merge send has been completed
Go back to File, then Account Settings, Account settings page and make your own NSCC email account back to be the default for sending in Outlook.
The Shared Mailbox account can remain in place if it is needed again.
Close and restart Outlook