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Mail Merge as a Delegate

I’ve been granted Delegate permissions for the mailbox of my manager and want to send out a Mail Merge in his name.

I’ve done a test but it seems that I can only do a Mail Merge out of my own name.

How can I do a Mail Merge for my manager as his Delegate?

It is possible to do a Mail Merge as a Delegate, but Outlook doesn’t make it easy for you as the built-in Mail Merge method doesn’t allow you to specify a different account or From address.

However, with some configuration tricks or a Mail Merge add-in, you can still control which email address is being used for your Mail Merge.

Easiest method: Get Full Access Permissions

Add Exchange mailbox buttonThings get much easier when you have been assigned Full Access and Send As permissions on the mailbox of your manager rather than only being provided Delegate permissions.

You can then configure the mailbox of your manager within a separate Outlook Mail Profile and use that mail profile to send out the mailing.

Note: Full Access and Send As permissions can only be set by your Exchange Administrator or Support Desk and not by the mailbox owner. The mailbox owner can only provide you with Delegate and “Send on Behalf Of” permissions.

Tip! When you are using Outlook 2010 or Outlook 2013 and have the MAPILab Mail Merge Toolkit (discount code: 4PM76A8 ) installed, then you can also configure the mailbox in your current Mail Profile and select the account upon completing the Mail Merge. This add-in also provides many more Mail Merge benefits such as doing a Mail Merge with an attachment.

Add-in method

Mail Merge buttonIf you can’t get Full Access permissions of the mailbox of your manager, then the easiest method would be to get a Mail Merge add-in which allows you to set the From address.

There are various Mail Merge add-ins available which simplify the process and/or provides you with lots more options and control. Some popular ones which also have the option to set the From field are listed below:

  • Send Individually by Sperry Software (discount code “BH93RF24″)
    Simply create your email in Outlook and place all the addresses and/or groups that you want to send an email to in the “To” field. You can use variables which get replaced upon sending to personalize the email. Upon pressing the “Send Individually” button, a Mail Merge will take place to send out individual emails to each recipient. They won’t see any other address besides their own.

    Additional options include setting a delivery delay to throttle the mail server and to prevent getting blocked, create reports, use Excel, csv-files or txt-files as an alternative source and sending out unique attachments per recipient.

  • Send Personally by MAPILab (discount code “4PM76A8″)
    Write your email like you normally would now you can include some special variables which get replaced upon sending. All your recipients can be specified in the “To” field but each of them will receive a personalized message only addressed to him/her upon pressing Send Personally.

  • Easy Mail Merge by DS Development (discount code “time-saver25″)
    A special Wizard walks you through the entire Mail Merge process with lots of options to choose from. You can create templates with variables which gets replaced with personalized information and also preview the emails before sending.

    Additional options include throttling the mail server, process replies, failed deliveries and unsubscribe requests and include If/Then/Else statements based on your variables.

  • Email Merge Pro by Standss
    Very much like the previous add-in a special Wizard guides you through the Mail Merge process and offers similar options to customize your personalized emails. Templates can be created and the Mail Merge can also first be done to the Drafts folder if you need to closely inspect the final result before sending. An option is included to automatically send the emails from the Drafts folder once you approved the result.

    Additional options include throttling the mail server, sending attachments and creating a “Do not send” list for addresses which should never receive Mail Merged emails.

Note: Whether the message will be received “From your manager” or “From you On Behalf Of your manager” depends on the permissions that you have on the mailbox of your manager. The mailbox owner (your manager) can only grant you “On Behalf Of” permissions. To actually send email “From your manager”, you need to be granted “Send As” permissions for his/her mailbox by your Exchange Administrator or Support Desk.

POP3/IMAP/SMTP alias method

POP3 Account buttonThis method might be the most complex to configure (see the notes) and requires you to configure your own mailbox again as a POP3 or IMAP mailbox in a separate Outlook Mail Profile (do NOT remove your Exchange account or current mail profile).

Once you’ve configured your account as a POP3 or IMAP account, go into your account properties and then change your email address to the one of your manager. Leave the login credentials configured with your own address.

You can now use this mail profile to send out your mailing.

Notes:

  • Contact your Exchange administrator or Support Desk and ask if POP3 or IMAP access for your mailbox has been enabled. Also ask for the POP3/IMAP settings for your Exchange environment if you do not know them.
  • Verify with your Exchange administrator or Support Desk whether you have Send As or Send on Behalf Of permissions on the mailbox of the owner.
  • When you configure it as a POP3 account, make sure you set the option to leave a copy on the server or better yet, configure the account as a Send Only account.
  • When you have the MAPILab Mail Merge Toolkit (discount code: 4PM76A8 ) installed, then you can also configure the mailbox in your current Mail Profile and select the account upon completing the Mail Merge.


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