- Close Outlook
- Click the Windows Menu in the bottom left of your desktop, click All Apps if necessary, then click Windows System, then Control Panel
- In the top right corner, make sure “View by” is set to Small Icons
- Click Mail/Mail (Microsoft Outlook 2016)
- Click Show Profiles
- Click Add
- Give the profile a name e.g. “Mail Merge” and click OK
- In the email address field, enter the name of the shared mailbox. Enter the name of the shared mailbox. Leave the password fields blank
- Click Next
- When the Windows Security dialog box appears, enter your own username and password. The username should be staffnumber@ads.qub.ac.uk
- Tick Remember my credentials and click OK
- Click Finish
- Back on the profiles window, select “Prompt for a profile to be used” and then click OK
You’ve now set up a mail merge profile in Outlook
To send a mail merge:
- Close Outlook
- Open Outlook and when prompted to choose a profile, choose the Mail Merge profile you set up. Click OK
- Click the Send/Receive tab at the top of the Outlook window
- Click Work Offline
- Open the document you want to merge
- Set up the document as normal and add recipients
- When ready to send, click Finish & Merge, then click Send Email Messages
- Make sure all of the options are set correctly and click OK
- Return to Outlook and open the Outbox. All of the mail merge emails should be listed
- When you’re ready to send, click the Send/Receive tab and click Work Offline again to de-select it
- Click Send/Receive All Folders. The emails will now be sent from the Outbox
- When the mail merge is completed, close Outlook and re-open it. This time, choose your normal profile when prompted (usually this will be called Outlook and will be the only other option available)