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Mail Merge "Send As" in Office 2010 RRS feed

  • Question

  • In previous versions of Office, you could send as any email account in Outlook when sending a mail merge.  To change the Send As account, there was no interface option, but you just had to change the default email in Outlook and it would just work.  In Office 2010, sending from Word, this no longer works.  Any idea why, and what the workaround is with this version?  I can find nothing in this forum or anywhere else.

    Thanks!

    Tuesday, June 29, 2010 1:52 PM

Answers

  • You are correct, in Office 2007 and prior versions, changing the default email client to a different user does work.  However, in Office 2010 it sticks to the default profile in Exchange or POP3 depending on how your Outlook client is configured instead of switching to the new profile. 

    I researched this and found out that the Outlook team is investigating this change and the possilibity of a fix to change this behavior back.

    For now, I would suggest you configure a separate Outlook profile with only that account (you wish to send from) and launch Outlook with that profile. 

    Please let me know how that goes.

    Wednesday, June 30, 2010 7:40 PM
  • To be more precise, here are the steps to configure this:

    1) Open the Control Panel, click on Mail then on Show Profiles.
    2) Once in Show Profiles, click the radio button for "Prompt for a profile to be used"
    3) Click Add to enter another profile. If it is automatically populated, manually changes the email address listed.
    4) When you have added the other alias into Outlook and click OK.
    5) Close Outlook and then reopen it to log in with a different user name in Outlook and run the email merge.

    Just make sure you don't have another account associated with that profile as well and it should work.

    Wednesday, June 30, 2010 8:02 PM
  • You could use VBA to send the document from Word

    See the article "How to send an email from Word using VBA” at:

    http://www.word.mvps.org/FAQs/InterDev/SendMail.htm

     and then make use of the SendUsingAccount utility in Outlook.  Here is the information on it from the VBE Help File

    MailItem.SendUsingAccount Property
    Returns or sets an Account object that represents the account under which the MailItem is to be sent. Read/write.

    Version Information
     Version Added:  Outlook 2007

    Syntax

    expression.SendUsingAccount

    expression   An expression that returns a MailItem object.

    Remarks

    The SendUsingAccount property can be used to specify the account that should be used to send the MailItem when the Send method is called. This property returns Null (Nothing in Visual Basic) if the account specified for the MailItem no longer exists.

     

    Example

    The following code sample in Microsoft Visual Basic for Applications enumerates the Accounts collection to find a Pop3 account. If the account is found, then a message is created programmatically and the SendUsingAccount property is assigned to the Pop3 account. Note that you must assign the SendUsingAccount property before you call the Send method.

    Visual Basic for Applications
    Sub SendUsingAccount()
      Dim oAccount As Outlook.account
      For Each oAccount In Application.Session.Accounts
        If oAccount.AccountType = olPop3 Then
          Dim oMail As Outlook.MailItem
          Set oMail = Application.CreateItem(olMailItem)
          oMail.Subject = "Sent using POP3 Account"
          oMail.Recipients.Add ("someone@example.com")
          oMail.Recipients.ResolveAll
          oMail.SendUsingAccount = oAccount
          oMail.Send
        End If
      Next
    End Sub
    

     

    © 2010 Microsoft Corporation. All rights reserved.


    Doug Robbins - Word MVP dkr[atsymbol]mvps[dot]org
    Wednesday, June 30, 2010 9:28 PM

All replies

  • You are correct, in Office 2007 and prior versions, changing the default email client to a different user does work.  However, in Office 2010 it sticks to the default profile in Exchange or POP3 depending on how your Outlook client is configured instead of switching to the new profile. 

    I researched this and found out that the Outlook team is investigating this change and the possilibity of a fix to change this behavior back.

    For now, I would suggest you configure a separate Outlook profile with only that account (you wish to send from) and launch Outlook with that profile. 

    Please let me know how that goes.

    Wednesday, June 30, 2010 7:40 PM
  • To be more precise, here are the steps to configure this:

    1) Open the Control Panel, click on Mail then on Show Profiles.
    2) Once in Show Profiles, click the radio button for "Prompt for a profile to be used"
    3) Click Add to enter another profile. If it is automatically populated, manually changes the email address listed.
    4) When you have added the other alias into Outlook and click OK.
    5) Close Outlook and then reopen it to log in with a different user name in Outlook and run the email merge.

    Just make sure you don't have another account associated with that profile as well and it should work.

    Wednesday, June 30, 2010 8:02 PM
  • You could use VBA to send the document from Word

    See the article "How to send an email from Word using VBA” at:

    http://www.word.mvps.org/FAQs/InterDev/SendMail.htm

     and then make use of the SendUsingAccount utility in Outlook.  Here is the information on it from the VBE Help File

    MailItem.SendUsingAccount Property
    Returns or sets an Account object that represents the account under which the MailItem is to be sent. Read/write.

    Version Information
     Version Added:  Outlook 2007

    Syntax

    expression.SendUsingAccount

    expression   An expression that returns a MailItem object.

    Remarks

    The SendUsingAccount property can be used to specify the account that should be used to send the MailItem when the Send method is called. This property returns Null (Nothing in Visual Basic) if the account specified for the MailItem no longer exists.

     

    Example

    The following code sample in Microsoft Visual Basic for Applications enumerates the Accounts collection to find a Pop3 account. If the account is found, then a message is created programmatically and the SendUsingAccount property is assigned to the Pop3 account. Note that you must assign the SendUsingAccount property before you call the Send method.

    Visual Basic for Applications
    Sub SendUsingAccount()
      Dim oAccount As Outlook.account
      For Each oAccount In Application.Session.Accounts
        If oAccount.AccountType = olPop3 Then
          Dim oMail As Outlook.MailItem
          Set oMail = Application.CreateItem(olMailItem)
          oMail.Subject = "Sent using POP3 Account"
          oMail.Recipients.Add ("someone@example.com")
          oMail.Recipients.ResolveAll
          oMail.SendUsingAccount = oAccount
          oMail.Send
        End If
      Next
    End Sub
    

     

    © 2010 Microsoft Corporation. All rights reserved.


    Doug Robbins - Word MVP dkr[atsymbol]mvps[dot]org
    Wednesday, June 30, 2010 9:28 PM
  • To put a different email address on a mail merge in Word/Outlook 2010 the prior answer is incorrect. Here's how to do it:

    Click File, then Options, then Mail, then Signatures

    Then change your default email address to the one you want to use. Make sure the signature that matches it pops up.

    Run your mail merge (my preference is to create the email in Word and then use Outlook to merge the email addresses)

    Change your default signature back if you want to leave another email address as your default.

    Wednesday, June 22, 2011 11:04 PM
  • In order to send out a mail merge in Word/Outlook 2010 you must change the default Data File to the match the email account you want to use. So it is File/Account Settings/Data Files. Select the email account you want to send from and select to set as default. It will give you are warning about where the files are stored, etc. Click okay and then you must close and restart Outlook for the change to take place. That email account will now be the first email profile in the list of accounts on the left. You can now do you the mail merge from Word and all of the sent email messages will be in the sent folder for that email account. After you are done with the mail merge, select the email account you want to be default, hit Okay at the warning, close and restart Outlook and you default email will again be back to the one you want. 
    Wednesday, May 30, 2012 7:52 PM
  • This just changes the Signature not the actual "From:" email address, correct?   I believe the question pertained to using a different "Send As" or a different email address.
    Tuesday, October 2, 2012 9:04 PM
  • Hi

    Thanks. It working fine now.

    Monday, October 29, 2012 11:09 AM
  • Thanks Julie. You're awesome! Worked just fine.
    Monday, November 19, 2012 9:12 AM
  • Adrian's solution works very well and has the advantage that it is completely robust.  If you only have one account attached to your Outlook then you know that's the account that is going to be used to send the mailmerge.

    Of course it means that you have the same account in two different profiles (because you also have it in your main Outlook profile with multiple accounts attached), which could mean that you duplicate emails.  Just remember, if it is a POP3 account, to mark on the mailmerge profile not to delete emails off the server for at least a few days so the main account can pick them up.

    Thursday, May 23, 2013 8:31 PM
  • I tried this (with a test message, luckily) and it doesn't work.  That's the point of the first question - Outlook 2011 overrides the "Default Account" setting
    Thursday, May 23, 2013 8:34 PM
  • Hello there, 

    Recently stumbled on the same issue, with a delay of just 5 years :) 

    Have been any updates from Microsoft? Because a quick search gave me the impression that that behavior has been designed on purpose to let 3rd party get a market share (MapiLapy, Easy MailMerge etc etc etc).

    Please do not get me wrong, i am no complaining, just trying to assess whether a more robust solution exist in place of having to give full mailbox access to other users to be able to mail merge with a specific sender. 

    Many thanks in advance

    Alessio 

    Monday, August 3, 2015 3:41 AM