How to Send a Word Mail Merge as a Delegate in Outlook
Question details
The user wants to send a Word mail merge using a delegate email address without fully adding the other account to Outlook and without using a paid add-on.
- Product
- Microsoft Word
- Device & OS
- not provided
- Scenario
- Executing a mail merge in Microsoft Word and attempting to send the generated emails on behalf of another user or shared mailbox.
- Observed behavior
- Word automatically sends the mail merge messages through the default email account configured in the Outlook profile, ignoring delegate permissions.
Ensure you have the necessary delegate permissions or credentials for the account you wish to send from, and make sure your Outlook application is closed before modifying profile settings.
Add the Delegate Account and Set it as Default in Outlook
Since Word routes mail merges exclusively through the default Outlook account, you must temporarily add the delegate account and set it as the primary sending address.
Microsoft Word's mail merge feature does not have a built-in option to select a 'From' address. It is hardcoded to use the default email account configured in your Outlook profile. To send as a delegate without utilizing third-party paid add-ins, you will need to add the account directly to Outlook and switch your default settings temporarily.
Launch Microsoft Outlook. Click on the 'File' tab in the top left corner, select 'Info', and then click on 'Account Settings' followed by 'Account Settings...' from the dropdown menu.
In the Email tab, click the 'New...' button. Enter the email address and credentials for the delegate account you have permission to use, and follow the prompts to complete the setup.
Once added, select the newly configured delegate account from your list of emails in the Account Settings window. Click the 'Set as Default' button above the list.
Close the Account Settings window. Open your Microsoft Word document and run your mail merge as usual. The emails will now be sent out using the delegate address.
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Frequently Asked Questions
Why does Word mail merge only use my primary email address?
By design, Microsoft Word sends all mail merge emails through the default email account configured in your active Outlook profile. It does not have a native feature to dynamically select a different 'From' address for each merge.
Can I send a mail merge on behalf of someone else without adding their account?
No. Without using third-party paid add-ins or custom VBA scripts, Microsoft Word cannot natively send a mail merge as a delegate unless that specific account is fully added to Outlook and temporarily set as the default sending account.
How do I change the default email account back after the mail merge?
Open Outlook, navigate to File > Account Settings > Account Settings. In the Email tab, select your original personal email account, click 'Set as Default', and then close the dialog box.
Will the sent mail merge emails appear in the delegate's Sent Items folder?
Yes, if the delegate account is properly added as a standalone account in your Outlook profile and set as the default, the merged emails will be saved in the Sent Items folder of that specific delegate account.
