Microsoft Outlook - Adding a Shared Account (Mail Merge) in Windows

Summary

It is possible to add a departmental shared mailbox as a separate profile in Outlook to use separately from your personal KU email profile or so that it can be used with features of other applications, such as Microsoft's Mail Merge. Before setting up an additional profile, you will need to set up your personal KU email in Microsoft Outlook.These instructions include screenshots and details for Windows 10. Other versions of Windows may use a slightly different process.

  1. Open the Control Panel on your computer by clicking the Start Menu icon and typing Control Panel.

  2. Open the Mail section, located in the User Accounts category.

    • If you're having trouble finding this option, use the Search box in the upper right and search Mail to narrow down the options. Opening the Mail (Microsoft Outlook) section, located in the User Accounts category of the Control Panel.

  3. Click the Show Profiles... button on the Mail Setup box.
    Clicking the Show Profiles... button on the Mail Setup box.

  4. Click the Add button below the list of existing email address profiles.
    Clicking the Add button below the list of existing email address profiles.

  5. Enter the email address of your shared mailbox and click OK.
    Entering the email address of your shared mailbox and clicking ok.

  6. Select Manual setup or additional server types, and click Next.
    Selecting Manual setup or additional server types and clicking the Next button.           

  7. Fill in the email address in the Microsoft 365 login box, and click Next.
    Typing in the shared email address in the designated box and clicking the next button.

  8. Click Finish once the account setup process is complete.

    • The checkbox for Set up Outlook Mobile on my phone, too will be selected by default. Deselect this box if you do not want to engage in this step.Clicking the Finish button, after deselecting the checkbox next to Set up Outlook Mobile on my phone, too.

  9. Select Prompt for a profile to be used to have Outlook ask which profile you want to load when opening the application. Click Apply, and then close the window.
    Selecting the radio button next to Prompt for a profile to be used, then clicking Apply.

    • If you do not want Outlook to prompt you for which profile to use, you will need to set your default profile to Always use this profile. You will then need to switch between your profiles by following the below instructions:

      1. Click File in the upper left corner of Outlook.\

      2. Click Account Settings.

      3. Select Change Profile.                                                                                                               Clicking Account Settings button, then clicking Change Profile from the dropdown box.

      4. Click OK when alerted that Outlook will close.                             Clicking OK button when Microsoft Outlook alert box opens warning you Outlook will close and that you must restart it to choose a different profile.

      5. Launch Outlook again. You will be prompted to choose a profile this time when you open it, per Step 11 in the instructions below.

  10. Open Outlook on your computer.

    • If you have a shortcut to Outlook on your desktop that you have used prior to creating the secondary profile, this bookmark will not open the Choose Profile prompt when launching Outlook.

  11. Choose the profile you want to use and select OK.                                                                                                           Clicking OK after selecting the profile you want to use from the dropdown menu.

You may add multiple additional profiles to your Outlook account using this process. This process will sync emails, calendars, and contacts into Outlook.

 

Article Changelog

Print Article