Mail merges will always use the default account in your profile. You can create a second identity (profile) in Outlook on Mac and use that for the mail merge - but you need the correct permissions on the mailbox.
Manage profiles or identities in Outlook for Mac
- Add the email account you wish to send from to your Outlook account.
- From Finder, open the Applications folder.
- Ctrl+click or right-click Microsoft Outlook, and then select Show Package Contents.
- Open Contents > Shared Support, and then launch Outlook Profile Manager.
- Create a new profile. Select the Create a new profile button
![Add](https://support.content.office.net/en-us/media/d73664fe-a628-4755-ade4-a2f5a7aae084.gif)
Then enter a name for the new profile.
- Change the default profile. Highlight the profile that you want, access Set the default profile
![Action pop-up menu](https://support.content.office.net/en-us/media/6f90d5de-1172-4076-99f0-93b09b2da959.gif)
Then choose Set as Default. Restart Outlook for this change to take effect.
- Continue with mail merge process. Outlook will now use whatever is marked as the default email as the sending email address on a mail merge.
- Remember to change back to your original default email account in Outlook.
PC Specific Instructions:
To send emails to a large number of recipients, senders can use mail merge functionality with content from Microsoft Word. Below are the steps that must be completed.
Step 1 - Create a new profile for the shared mailbox in Outlook
Typically, the shared mailbox for your department appears as a second mailbox in your Outlook when you log in as yourself. However, to use mail merge for your department, you will need to create a second profile specifically for your department's shared mailbox so that this shared mailbox is the default sender for the message.
- Close Outlook (if open)
- Open Control Panel (Press Windows key, type "control panel")
- Select "Mail" > then click on "Show Profiles" > click on Add.
![](https://sit.teamdynamix.com/TDPortal/Images/Viewer?fileName=42de381c-8c7f-4188-b50e-ff0fc2620e2b.jpg)
- Enter the department shared mailbox name (ex. Office of the -----) and click OK.
- Click Manual setup or additional server types and click Next.
- Click Office 365 and enter the email address for the department shared mailbox, then click Next. ***If this does not appear, you may see a screen where Your Name and Your Email address is blank. Enter the name of the department and the email address for the department shared mailbox (ex. Officeofthe-----@cofc.edu). Leave both password fields blank and click Next.
- A Windows security pop-up box will appear. Enter your CofC email address and password. Click OK.
- Open Control Panel > click Mail > click Show Profiles and select Prompt for a profile to be used. Click OK.
- Open Outlook and select the newly-configured profile (this will now pop up whenever Outlook is opened so that you can choose between your CofC mailbox and the department shared mailbox.)
![](https://sit.teamdynamix.com/TDPortal/Images/Viewer?fileName=11a85551-04fc-4610-91da-adf1571da355.jpg)
Step 2 - Prepare Microsoft Word
The merged file is a combination of the Word document with your message, and the mailing list.
- Open the document in Microsoft Word, and click on the Mailings tab.
![](https://sit.teamdynamix.com/TDPortal/Images/Viewer?fileName=4c25c121-29ca-4133-8103-c5f54282ffca.JPG)
- Click Select Recipients and go to “Use Existing List”
- Use the dialog box to navigate to and open the data spreadsheet
- Select the appropriate table in the text dialog box
- If necessary, select Edit Recipient List and de-select all unwanted data
- Select Finish and Merge
- Go to Send E-Mail Messages
- 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 and now messages will start to be sent.
![](https://sit.teamdynamix.com/TDPortal/Images/Viewer?fileName=e64d8137-79e0-40e1-be22-760c15e94de8.JPG)