How do I use mail merge for my shared mailbox on a Mac?

How do I set up a mail merge with my shared mailbox on my Mac?


To create a new shared mailbox profile to successfully complete a mail merge in Outlook for Mac, please ensure you are accessing the older/legacy version of Outlook for Mac. Please view this Microsoft Support article to learn how to turn off New Outlook for Mac and access Legacy Outlook for Mac to complete the following process.

1. First, set up a new profile for the shared mailbox.

To add a new profile:

  1. From Finder, select the Applications folder.
    Applications folder in Mac Finder.

  2. Ctrl+click or right-click Microsoft Outlook, and then click Show Package Contents.
    Right-click menu for Outlook in Mac Finder.

  3. Open Contents > SharedSupport, and then double-click Outlook Profile Manager.
    Outlook Profile Manager for Mac
  4. Click the “+” symbol to add a new profile and rename it.
    Outlook Profile Manager for Mac

  5. Name the new profile.

You only need to create a new profile once. With the new profile saved, you can alternate between the shared mailbox and your own WSU account as the default email in Outlook

2. Next, change the default profile Outlook uses to the new shared mailbox profile.

To change the default profile:

  1. From Finder, open the Applications folder.
  2. Ctrl+click or right-click Microsoft Outlook, and then click Show Package Contents.
  3. Open Contents > SharedSupport, and then double-click Outlook Profile Manager.
  4. Ctrl+click or right-click on the shared mailbox profile.
  5. Click Set as Default. The new profile will now be in bold and is now your default profile.
    Outlook Profile Manager for Mac
  6. Quit (cmd+q) the Outlook Profile Manager.

3. Once you set the new shared mailbox profile as the default profile, add the shared mailbox as a standalone account.

To add the shared mailbox as a standalone account:

  1. Open the Outlook for Mac desktop app.
  2. When prompted to add an email account, click Add Others.
  3. Enter the email address for your shared mailbox.
    Set up email box on Outlook for Mac.

  4. When redirected to the WSU Network Authentication page, close this window and click Not Microsoft 365? in the top right corner.
    WSU Network Authentication window. Microsoft 365 configuration menu within set up email box on Outlook for Mac
  5. Select either Exchange or IMAP for the account type.
    List of email providers in set up email box on Outlook for Mac
    1. If you select Exchange, please use the following settings:
      1. DOMAIN\Username or Email: WSU\
      2. Password: (Your personal password for your WSU email account)
      3. Click Add Account.

    2. If you select IMAP, please use the following Incoming and Outgoing (SMTP) server settings:
      1. IMAP Incoming Mail Server Settings:
        1. IMAP Host Name:
        2. IMAP Username:\
        3. Password: (Your personal password for your WSU email account)
        4. Incoming Server
      2. SMTP Outgoing Mail Server Settings:
        1. SMTP Host Name:
        2. SMTP Username: (Your WSU Network ID – i.e. butch.cougar – not your full WSU Email)
        3. SMTP Password: (Your personal password for your WSU email account)

  6. Click Allow if you receive this pop-up.
    Pop-up asking if you want to allow the Outlook server to configure the settings for your shared mailbox

  7. You will see a confirmation your account was successfully added and the shared mailbox only will appear on the left navigation pane of Outlook.
    Confirmation shared mailbox was added to Outlook for Mac

4. Once the shared mailbox is completely set up, start the mail merge:

  1. Open the shared mailbox profile in Outlook.
  2. Put Outlook in offline mode.
    1. Click the Send/Receive tab and select Work Offline.
    2. If you are using Office 2016 for Mac, click the Tools tab and toggle the Online/Offline button.
  3. Open the Word document you want to send via mail merge.
  4. Click the Mailings tab.
  5. Click Select Recipients and select Use Existing List.
  6. Use the dialog box to navigate to and open the data spreadsheet.
  7. Select the appropriate table in the text dialog box.
    1. If necessary, select Edit Recipient List and de-select all unwanted data.
  8. Click Finish and Merge.
  9. Select Send E-Mail Messages.
  10. In the Merge to E-mail dialog box that appears, verify that the To: field and the Subject Line field show the correct information. Verify that the mail format is HTML and click OK.
  11. The emails will then propagate in your Outbox in Outlook.
    1. If you want to, you can open them and manually add additional information in the other email fields. For example, you can add additional recipients in the CC field on an ad-hoc basis.
  12. When you confirm all emails are correct, enable online mode in Outlook to send your messages.

Once the mail merge completes, change the default profile back to your original WSU profile to access your own mailbox.

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