An Outlook profile can be setup to access a shared mailbox or to send “mail merged” messages to a list from an Excel spreadsheet from a shared resource mailbox email address. Follow the steps below to setup an Outlook profile for the shared resource mailbox as the primary mailbox in Outlook.
Setup an Outlook profile for a shared resource mailbox
- Go to Control Panel. In the search box enter: Mail
- Select Mail (32-bit)
- Select Show Profiles
- Select Add
- Enter a name for the profile being created. (You will use this name setting up the shortcut below)
- In the new window
- Blank out the “E-mail Address” field
- Enter the Resource Mailbox email address: <email address of the resource mailbox>
- Blank out the “Your Name” field
- Leave the password fields blank and select the Next button
- A window will popup asking for username and password
- For the username (first box) enter your primary Office 365 email address
- In the password field, enter your EID password
- Select the box "Remember my credentials"
- Wait for a few minutes until you have all green check marks and select Finish
- Choose whether you would like this to be your primary profile by selecting "Always use this profile."
- Note the profile name for the resource mailbox you created above.
- Right-click on your desktop; Choose New>Shortcut
- Enter the following, for name-of-secondary-mailbox use the name you chose in the step 1.
- If you have Office 2013,
- "C:\Program Files\Microsoft Office\Office15\OUTLOOK.EXE" /profile profile_name_of_resource_mailbox
- If you have Office 2016,
- "C:\Program Files\Microsoft Office\Office16\OUTLOOK.EXE" /profile profile_name_of_resource_mailbox
- Enter the name you would like to appear on the shortcut
- In order to do a mail merge,
- Create your mail merge document in Word
- Create the Excel spreadsheet of names and addresses
- Close Outlook – make sure there is no Outlook icon in the bottom right corner of the taskbar
- Double click on the shortcut you created on the desktop
- Open your word document and complete the mail merge using the Excel doc. Any messages sent will have the “reply-to” address of the Outlook mailbox profile that is open.
- Test first!
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