Using Mail Merge in Word with Shared Mailbox

When using mail merge functions in Word to send emails, Outlook will use the default email as the sender for the emails. These instructions show how to temporarily change that setting to send emails from a shared mailbox account, not the individual email account.

Step 1: Adding the shared mailbox to desktop Outlook:

Please follow the steps for Method 1 in the following link to get the shared mailbox added to your desktop Outlook client:

Step 2: Change Default Sending Account Setting

  1. Open Outlook
  2. Click "File" on the top left
  3. Click "Options" on the bottom left
  4. In the new window, click "Mail" on the top left then scroll down to "Send messages" and check the box next to "Always use the default account when composing new message" and click "OK"

Step 3: Change the Default Sending account

  1. Open Outlook
  2. Click "File" on the top left
  3. Click "Account Settings" then "Account Settings..." in the drop down menu
  4. In the new window, select the shared mailbox that you would like to send the emails from, then click "Set as Default"

Step 4: Undo the changes

  1. Once the emails have created and sent through mail merge, please go through Steps 2 and 3 to revert the changes

If you have any questions or issues, please contact Engineering IT at

Keywordsmail merge word shared mailbox resource account outlook   Doc ID137174
OwnerJi J.GroupEngineering IT
Shared Services
Created2024-05-07 11:12:21Updated2024-05-07 11:38:20
SitesUniversity of Illinois Engineering IT
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