Mail Merge from a Delegate Account using Outlook on a PC

Quick Links: | Set Up Delegate Inbox | Create a Mail Merge |

Set Up Delegate Inbox

1. Open the Control Panel and search for "Mail"
2. Click Show Profiles
3. Select Prompt for a profile to be used > Add
4. Enter a name for the profile you wish to add (e.g. "ITSS") and click OK
5. 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 >"
   
    
6. On the next screen, the Microsoft Sign-in page will populate with the delegate account email address. Replace it with your own email address
7. When you click the blue "Next" button, Outlook should auto-configure
8. Uncheck the box that says "Set up Outlook Mobile on my phone, too" then click "Finish"
9. 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

Create a Mail Merge

Prepare your mailing list

The mailing list is your data source. For more info, see Data sources you can use for a mail merge

Tips

• If you don’t have a mailing list, you can create one during mail merge

• If 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

• If you want to use your Outlook contacts, make sure Outlook is your default email program and the same version as Word

Your mailing list should contain all the information needed in your email. An example might include names, phone numbers, or dates

Prepare your main document

1. Open Microsoft Word and prepare your email. Make sure to indicate the places that will need the merge fields

2. Go to Mailings > Start Mail Merge > E-mail Messages​​​​​​​ 
   
    

3. Link your Mailing list to your email message  Mailings > Select Recipients

4. Choose the mailing list source you created

5. Replace the placeholder fields indicated in step 1 with the correct information from the mailing list source. Continue this process ​​​​​​​until all fields are properly configured
   
    

6. Choose Preview Results, and then choose Next or Previous to see the names and addresses in the body of your letter

7. Choose Finish & Merge > Send E-mail Messages

   • In the To box, choose the email address column or field from your mailing list

   • In the Subject line box, type a subject line for the message

   • In the Mail format box, choose HTML (the default setting) or Plain text to send the document as the body of the email message

8. Under Send records, use one of the following:

   • All records (default)

   • Current record only the record viewable on your screen is sent the message

   • From and To send only a range of records

   • Choose OK to run mail merge

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 Still need help? Contact IT Support Services for further assistance.
  
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