You will need to set up a separate profile in Outlook (desktop version) to send a mail-merge from a shared departmental account.
- Exit Outlook and Skype for Business
- Choose Start | Control Panel | View by Large Icons (upper right of window) | Mail
- Click Show Profiles
- Click Add
- Type the name of the profile e.g. its-email and click OK
- Enter the shared account information – its-email@uiowa.edu
- You may be prompted for a password – type YOUR HawkID@uiowa.edu and HawkID password here
- Click Next
- Click Finish
- In the Mail window, select the new profile (its-email) and select Prompt for a profile to be used.
- Open Outlook and click the down arrow next to the profile name to select a profile – choose the shared account profile (e.g., its-email)
- Select the Send/Receive tab and select the Work Offline button (Mac Outlook - select Tools tab and toggle the Online/Offline button)
- Open the document you want to send via Mail Merge
- Select the Mailings tab
- Click Select Recipients and choose “Use Existing List”
- Use the dialog box to open your mailing list
- 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
- Select 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.
- The emails will then propagate in your Outbox in Outlook
- If needed, you can open the messages in the Outbox and manually edit any information. For example, in the “CC” field you could add additional recipients.
- When you are sure the emails are correct, switch Outlook back into Online mode (see step 12) and the messages will be sent
For more information on mail-merge see Use mail merge to send bulk email messages - Office Support (microsoft.com) and