Quick Links: | Setup Inbox | Create a mail merge |
First, set up your Delegate account inbox, if you have not done so already
Follow these steps to enable sending from an account to which you have full delegate access:
Open the Control Panel:
Search for "Mail"
Click on "Show Profiles..."
Select "Prompt for a profile to be used" and click "Add..."
Enter a name for the profile you wish to add (e.g. "ITSS") then click "OK"
This is the tricky step: Your name and email address will appear in the next window. Replace your email address with the email address of the account you are a delegate for, then change your name to the name of the delegate account. Leave the password field blank and click "Next >"
On the next screen, the Microsoft Sign-in page will populate with the delegate account email address. Replace it with your own email address.
When you click the blue "Next" button, Outlook should auto-configure
Uncheck the box that says "Set up Outlook Mobile on my phone, too" then click "Finish"
Now open Outlook and you should be prompted to Choose Profile
This will allow you to create a mail merge and send as the account you are a delegate for.
If you do not use the delegate profile regularly, you can click "Options >>" and uncheck the box next to "Prompt for a profile to be used". When you want to send an email or mail merge using the delegate profile, close Outlook and hold down "Shift" on the keyboard while opening Outlook which will then prompt you to Choose Profile.
How to create a mail merge
Step 1: Prepare your main document
Step 2: Set up your mailing list
The mailing list is your data source. For more info, see Data sources you can use for a mail merge.
Tips
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If you don’t have a mailing list, you can create one during mail merge.
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If you're using an Excel spreadsheet, format the ZIP Codes or postal codes column as text to preserve any zeros. For more info see Format mail merge numbers, dates, and other values in Excel.
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If you want to use your Outlook contacts, make sure Outlook is your default email program and the same version as Word.
Step 3: link your Mailing list to your email message
Make sure your data source has a column for email addresses and that there's an email address for everyone you’re sending emails to.
Step 4: Add personalized content to the email message
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Go to Mailings > Greeting Line.
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Choose the format you want to use.
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You can add other fields from your data source to your email message. For more information, see Insert mail merge fields.
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Choose OK to insert the merge field.
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Choose File > Save.
Step 5: Preview & Finish
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Choose Preview Results, and then choose Next or Previous to see the names and addresses in the body of your letter.
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Choose Finish & Merge > Send E-mail Messages.
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In the To box, choose the email address column or field from your mailing list.
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In the Subject line box, type a subject line for the message.
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In the Mail format box, choose HTML (the default setting) or Plain text to send the document as the body of the email message.
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Under Send records, use one of the following:
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All records (default).
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Current record only the record viewable on your screen is sent the message.
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From and To send only a range of records.
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Choose OK to run mail merge.
Step 6: Save the Personalized message
Go to File > Save. When you save the main document, you also save its connection to the data source. To reuse, open the document and answer Yes when prompted to keep the connection to the data source.
Feedback
Please do not leave the comment section blank! Provide constructive feedback to make this page better. Further inquiries can be forwarded to ITSS in Meriam Library 142 or via phone at (530) 898-4357.