Creating an Outlook Profile for Shared Mailbox
This article will demonstrate how to setup a separate Outlook profile where a shared mailbox is the default email account - for example when sending bulk emails.
- In the Windows Search Box type cpanel
- Select Control Panel or Open
- If the View by option is set to Category, change it to Small icons
- Click on Mail (Microsoft Outlook) (32-bit)
- In the Mail Setup – Outlook dialog box, click Show Profiles
- Click Add, and provide a name for the new profile.
7. Enter the profile name and click OK. In this example, the shared account is itlabs@semo.edu.
8. Select Manual setup or additional server types and click Next
- Select Microsoft 365 and enter the shared email address in the box provided. Click Next
- If access to the shared email account is setup correctly, a successful screen will appear and click Finish. If something different occurs, contact the Help Desk for assistance
- Notice there is a second profile listed. Select Prompt for a profile to be used, click Apply, then OK. Close out of Control Panel.
NOTE: After completing this step, any time Outlook is opened, this prompt will appear to select a profile.
- If using Outlook for email, calendar, etc. then select the profile named Outlook (which includes the user's personal account as well as any shared account the user has delegate access to).
- If preparing to perform a mail merge for sending bulk emails, use the profile named after the shared account (in this example "itlabs")
When Outlook is running, Word will use the active profile to determine the sender of the email. In order to avoid violating the email sending rules, the shared account profile must be active.
If you have any further questions about this process, or have issues, contact the IT Help Desk at 573.651.4357 or helpdesk@semo.edu.