Mail Merge - creating a separate outlook profile

Owned by Andrew Moore
Nov 20, 2024
4 min read

For mail merge to pick up a shared email account as the send as address it needs to be on a separate Outlook Profile to your personal one. E.g adding the account to your existing Outlook profile will not work.
To do this navigate to the Mail option on the control panel.
 

Next select 'Show Profiles'

on the next dialogue box there are two important steps. A) Adding the second profile for your shared account and B) selecting the option to 'prompt for a profile to be used'. This is so that you can choose which email address the Mail Merge sends from.
Select 'Add' and give the profile an appropriate name meaningful to you. ie DLMBA@live.warwick.ac.uk
 

 
When you click 'OK' the following will pop up (but with your name)
At this point click 'Cancel'

Then click 'OK'

Change 'When Starting Microsoft Outlook, use this profile' to
'Prompt for a profile to be used'
And click OK

Then open Outlook
In the 'Choose Profile' option select the new profile you just created (in this case 'DLMBA@live.Warwick.ac.uk')
And click 'OK'

'Welcome to Outlook' box will appear, in this box you will need to put in the account details for the new account you are trying to create.
In this example it is 'dlmba@live.warwick.ac.uk' and click 'Connect'

When you select connect it should connect to the inbox and bring up the SSO box for authentication. Sign into this as usual, using the USERS ITS login and password.
 

You will get a 'Mail Delivery Location' popup, just click OK

After logging in successfully the following box will display, simply select 'OK'. 
 

This box should appear showing completion of the setup of the new mailbox and the downloading of its contents
 

Once outlook has completed this task it will open with the new resource account showing.

 

The next time that Outlook is started this option will be displayed so the user can select which account they want to choose.

Now when you open up word to send your Mail Merge as an email it should bring up the same box as above so you can select which profile to use as the sending address. Depending on how often you do mail merges you may wish to turn off the 'prompt for a profile to be used setting' as it will prompt every time you open up Outlook, but this will need to be turned on again for every mail merge from another account. 
 
Points to note:

  • Sent items are only visible in User's mailmerge profile, so probably worth including the shared email address as recipient so all the team can see what was sent

  • Replies DO go to the shared email address

  • Separate profiles need to be created for any team member who wishes to use mailmerge.