Mail Merge Directions for Shared Mailboxes


If you have a need to mail merge from a shared mailbox, ensure that you have the following as well:

  • Permissions to the Shared Mailbox in Question (full or Delegate access)
  • Outlook Client version 2013 or newer


First, go to: Adding a Second Profile in Outlook for O365 to set your shared mailbox up as a second profile, if you haven’t already done this.

NOTE: These directions show you how to send the Mail Merge using Offline Mode in order to check the mail messages before they are actually sent. If you are sure of the mail merge contents, or have done this already, you simply need to open the Outlook client in the shared mailbox’s profile, then open Word and perform the mail merge to email, without following the steps below.

Before opening Word, open the Outlook client with the shared mailbox’s profile.

  1. Put Outlook in Offline Mode: Go to the Send/Receive tab and select the Work Offline button
  2. Open the document you want to send via Mail Merge
  3. Go to the Mailings tab
  4. Click Select Recipients and go to “Use Existing List”
  5.  Use the dialog box to navigate to and open the data spreadsheet
  6. Select the appropriate table in the text dialog box
  7. If necessary, select Edit Recipient List and de-select all unwanted data
  8. Select Finish and Merge
  9. Go to Send E-Mail Messages
  10. In the “Merge to E-mail” dialog box that comes up, verify that the “To:” field and the “Subject line” field show the correct fields. Then verify that the mail format is HTML. Click OK.
  11. The emails will then propagate in your Outbox in Outlook
  12. If you want to, you can open them up and manually edit any information in. For example, in the “CC” field you could add additional recipients on an ad-hoc basis.
  13. When you are sure that the emails are correct, turn Outlook back into Online mode and the messages will be sent


Article ID: 66609
Fri 11/2/18 3:49 PM
Fri 12/14/18 1:31 PM