Preparing Outlook to Mail Merge
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7 users with Office 2010 or 2013 installed on their computer can use Microsoft Outlook to send mail-merged email messages. Note that mail-merged messages can be sent to any number of addresses because the Outlook configuration used bypasses Google's sending limits.

Using Outlook for email merge requires a series of initial setup steps, some of which you will perform yourself and some that will be assisted by ITS.

Please allow yourself tiem to complete the following steps:

Step One: Enable IMAP Access and review label settings in Smith Mail

Step Two: Configuring Outlook: Creating an Outlook Profile

Step Three: Trust Center Changes in Word and Outlook

Step Four: Beginning the Email Merge


STEP One. Enable IMAP Access and Review Label Settings
 in Smith Mail

Note:  If got a new or upgraded computer and you did email merge with outlook in the past you can skip step one as you have completed this in the past.

  1. Go to Smith Mail ( and log in to whatever account you will use to send email merge messages.

  2. Click the Options button (gear icon) at the top right of the Smith Mail page and chooseMail Settings.

  3. Click the Forwarding and POP/IMAP tab.

  4. In the IMAP Access section, choose Enable IMAP.

  5. Click Save Changes.

  6. Go back into Mail Settings and click on the Labels tab.

  7. To prevent unneeded messages from being copied into Outlook, un-check the Copy to IMAP box beside every label except Sent Mail. (Note that you cannot remove the check mark beside Inbox.)

  8. Turn on acces for less secure apps:

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Step Two:  Configuring Outlook: Creating an Outlook Profile

Outlook 2010 and Outlook 2013 The profile you are about to make is for the purpose of sending personalized email messages. This profile will not include the Address Book or Calendar and only a limited number of mail messages in the inbox or folders. This profile is not intended to be used to manage an email account.

You will have to create at least 1 profile. If you use more than one account to send email merges you will have to create a profile for each account you use.

  1. To create a Mail Profile, click Start, open the Control Panel then open the Mail (32bit) icon.

  2. Click the Show Profile button then click Add.

  3. Type a profile name that represents the account you use most often to send email merges. Click OK. For example I read 4its mail, I could create the account Smith-4its.

  4. The Auto Account Setup Window appears. At the bottom of this window click the Manually configure server settings or additional server types. Click Next.

  5. Choose Service: Select Pop or Imap email account. Click Next.

  6. Pop and Imap Accounts Settings are as follows:

    Your name: is just that your name or an account name

    Email Address includes the

    Account Type: select IMAP from the drop down.

    Incoming mail server:

    Outgoing mail server (SMTP):

    User Name: must include the

    Password: type the account password. Click Remember password.

  7. Click More Settings then the Advanced tab. Change the Incoming Server (IMAP): to be 993. Click the drop-down tab next to Use the following type of encrypted connection and select SSL. Leave the rest as is and click OK.

  8. Click Next. Outlook will test your settings. You will see a log for testing incoming mail and sending email. If both come back with Green check marks you can send from Outlook. The system will send a test message to the account you setup. Note: if either test fails and returns a red X, go back and review what you typed.

  9. When it completes, click Close. Then click Finish. If you have to add a second account DO NOT CLICK ADD, as it will add the incoming email to the first account. You need to repeat these steps to create a second profile.

  10. Outlook will show you the Profile selection window you began with; your new profile will be selected.

  11. Click the Options button to expand the window. Place a check mark in Set as default profile only if you send from one account.

  12. If you need to create a second account for mail merge sending click New and repeat these instructions for creating a Profile. Otherwise click OK and Outlook will start. Please wait as Outlook receives the email for the profile you just created. If you have created more than one profile be sure to change the Options to Prompt for a Profile when opening Outlook. You will then be prompted each time you start Outlook for the Profile Name you want to use.

  13. To locate Outlook go to Start and search Outlook.


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Step Three: Trust Center Changes in Word and Outlook

Edit Word Trust Center

  1. Open Word, from the File Menu select Options.
  2. From the list on the left click Trust Center
  3. From the Microsoft Word Trust Center section (center of the page) click the "Trust Center Settings" button.
  4. Click Trusted Location on the left.
  5. Put a check mark in "Allow Trusted Locations on my network. (bottom of the page)
  6. Click OK and close the window.

Edit Outlook Trust Center

  1. Open Outlook, from the File Menu select Options
  2. From the list on the left click Trust Center
  3. From the Micrsoft Outlook Trust Center section (center of the page) click "Trust Center Settings" button.
  4. Select Programmatic Access, select Never warn me about suspicious activity
  5. Click OK, but then go right back into the Trust Center Settings for another change.
  6. Click E-mail Security
  7. From the Script in Folders section make sure both are checked: Allow script in shared folders and Allow script in Public Folders.
  8. Click OK twice.

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Step Four: Beginning the email merge

Open Outlook before you do your merge, this allows you to pick a profile and for Outlook to connect to gmail and smtp.

In Word, you can now finish the email merge in HTML as plain text does not work.

The process: Word merges (you can see the countdown in the lower left corner of your Word screen) and sends the email to the Outbox in Outlook. DO NOT click the Outbox while it is processing (counting down) If you do you stop the sending process as Outlook things you want to read the Outbox mail.








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Copyright © 2015 Smith College Information Technology Services  |  Last updated June 9, 2016

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