Setting Up Your Shared Mailbox for use with Mail Merge

Objective

This will show you how to set up a mail merge using a shared mailbox.

Users

• Faculty
• Staff
• Students

Before You Begin

This process only works for Outlook on Windows.

Steps

Fresh Outlook Setup

1. Open the Outlook desktop application.
2. Click on the Advanced Options drop down and select the check box for “Let me set up my account manually”.
3. Enter the address of the shared mailbox you have been assigned username-sw@campus.edu and click Connect.
4. Select Office 365 from the list of choices in the advanced setup menu that will open automatically.
5. In the window that opens up, erase the text in the username field and put in your normal university email credentials and password.
6. Use DUO to approve your login.
7. Uncheck Use Cached Exchange Mode and then click Next.
8. Click Done on the next screen.
9. Outlook will load. Use Outlook as you would a normal email account. No data from the shared account will cross into your own account.

Existing Outlook Set up

1. Close Outlook if it is open.
2. Open Control Panel (Press the Windows key and type Control Panel).
3. Select Mail, then click on Show Profiles... then click Add.
    
4. Type the name of the shared account and click OK.
5. Enter the address of the shared mailbox you have been assigned username-sw@campus.edu and click Connect.
6. Click Manual setup or additional server types and click Next.
7. Click Office 365 and enter the email address for the shared mailbox, then click Next. Note:  If this does not appear, you may see a screen where Your Name and Your Email address is blank. Enter your name and the email address for the shared mailbox. Leave both password fields blank and click Next.
8. In the window that opens up, erase the text in the username field and put in your normal university email credentials and password.
9. Open Control Panel again then click Mail, then click Show Profiles and select Prompt for a profile to be used. Click OK.
10. Open Outlook and select the new profile you created.