How to Prepare a Delegate Mailbox for Mail Merge

Overview

In this article your will find step-by-step instructions on how to prepare you MSU Denver computer for sending a mail merge from a delegate email address.

Before you begin...

  • You must have delegate access to the mailbox you are trying to send from, if you are not sure, contact ITS
  • These instructions are written for a Windows computer. It is possible on a Mac but it works best with Windows
  • This can only be done using the Outlook mail application, Outlook Web Access (email.msudenver.edu) cannot be used for mail merges
  • This may not work with all versions of Office; if you are running Office 2013 or lower, contact ITS to have your suite upgraded to Office 365
  • This is not a guide for doing the actual mail merge, only how to get the computer ready for sending the merge from a delegate mailbox

Instructions

  1. Ensure that the Outlook application has been opened and setup with the user’s regular account at least once before beginning
  2. Close all Microsoft Office applications
  3. Open the Start menu, and type in Control Panel and open it
  4. Switch the view to small or large icons and look for Mail (Microsoft Outlook) 
  5. Click on Show Profiles…
  6. You should have at least one profile listed already. If not, go back to step 1
  7. Click Add…
  8. Name the new profile “Mail Merge”, the name of the delegate account or something similar
  9. In the email address field, enter the email address of the delegate account you would like to send from
  10. Leave the password field blank. If required, enter your password
  11. Click Next
  12. For those using Office 2016, you will be brought to an O365 sign-in page with the delegate email address listed asking for a password. Click on use another account

For those using Office 365, you will be brought to an O365 sign-in page that says “Tell us the account you want to use to open Autodiscover.xml.”

*** This step is very important ***

  1. Type in YOUR email address. This is your regular account that has been given delegate access to the account you are trying to send from
  2. You may be prompted for a password. If at anytime during the process you are prompted for a password, always enter YOUR password for your regular account.
  3. The account setup should complete. Uncheck Setup Outlook Mobile if necessary and click Finish.
  4. You should now have 2 mail profiles listed

    ***This is also a very important step***

  5. Click the option that says Prompt for a profile to be used This will ensure that every time you open Outlook, it will ask you which profile you want to use. You can always turn this off later if you do not perform mail merges that often. Just remember that you must come back to this screen to change the profile before sending a mail merge if you choose to turn this option off.
  6. Click Apply and OK
  7. You have now successfully setup the delegate mail profile. Verify this by opening Outlook. You should be prompted to select a profile. When you open the mail merge profile, you should only see the delegate mailbox in Outlook not your own.
  8. The computer is now using that Outlook profile for all Microsoft Office applications. Any mail merges sent from Word, Excel or other applications that have an email button will be sent from the delegate account. Test this by sending yourself or a coworker a mail merge.

Result

You are now ready to send mail merges from a departmental or delegate email address.

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