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Opening a shared mailbox - Outlook on Windows

If you have a shared mailbox and wish to send out your mail merge from that address rather than your staff email or edit its settings from the desktop application, you will need to configure Outlook so it allows you to access another mailbox.

This tutorial will guide you through the steps to do so.

Step 1:

Open “Control Panel”

Step 2:

Select “Mail (Microsoft Outlook)

If you cannot find this option, ensure that you selected the “view by: small or large icon” rather than by categories. This option is locate din the top right corner.

Step 3:

Click the “Show Profiles…” button

Step 4:

Select the “Add…” button

Step 5:

Enter the shared mailbox’s name (without the @ubishops.ca) and click OK

Example:
If your shared mailbox address is: sharedmailbox@ubishops.ca

Enter: sharedmailbox

Step 6:

By default, the app will pre-enter your staff account name and email address. You will need to select the option “Manual setup or additional server type” to setup your shared mailbox profile and click “Next”

Step 7:

Enter your shared mailbox address in the “Email address” field and click “Next”

Step 8:

Uncheck the box “Set up Outlook Mobile on my phone and click “Finish”

Step 10:

You will be brought back to the Mail Profile window, select “Prompt for a profile to be used”. This will make Outlook ask you which profile you want to send email from when you open Outlook. Click “OK” to confirm.

Step 11:

Re-open Outlook, it will ask you which profile you wish to open. Click the arrow and select the shared mailbox you want to do the mail merge from

Your outlook will now be open under the shared mailbox, you can now edit any settings you desire or proceed with your mail merge. To go back to your staff profile, re-open Outlook and select the “Outlook” profile.

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