Mail Merge with Microsoft Office for Windows

With the move to U-M Google as the campus email service, sending limits are now in place which restrict the number of messages an individual may send each day. Most individuals will not be impacted by these limits, but they may cause problems for those whose job requires them to send many individual or personalized email messages in a given day. These limits are enforced on Google's SMTP server which is used when accessing Google via the web browser, however, U-M maintains its own Authenticated SMTP server, smtp.mail.umich.edu. There are no sending limits enforced on this server, but since the web browser cannot be used, one must configure an email client to send through it.

CAEN recommends that individuals continue to use the web browser as their default method for accessing their Google email, but for those who need to send large amounts of messages, we are providing instructions below for configuring Microsoft Office for Windows to connect to the U-M Authenticated SMTP server to send a Mail Merge. Again, this configuration should only be used when sending a Mail Merge; the web browser should remain the default option for day-to-day email access.

Configuring Microsoft Outlook for Windows with the U-M Authenticated SMTP

  1. Enable IMAP Access to your U-M Google account. You may also want to un-check Show in IMAP for many/all Labels so they do not sync to local Outlook folders via IMAP.
  2. Select Control Panel from the Start menu.
  3. Click the Mail (32-bit) icon.
  4. Note: If you already use Microsoft Outlook to access your Google email, or if you have any other accounts configured in Outlook, you should first set up a secondary Outlook Profile for sending mail merges before proceeding. Click the Show Profiles... button, then the Add... button. Set the Profile Name to something descriptive, such as Mail Merge Profile, and click OK. The Add New Account window will appear; proceed to step 7 below.

  5. In the Mail Setup window, click the E-mail Accounts... button:
  6. Under the E-mail tab, click New...:
  7. In the Add New Account window, select E-mail Account and click Next >:
  8. Select Manually configure server settings or additional server types, and click Next >:
  9. Select Internet E-mail, and click Next >:
  10. Enter Your Name and uniqname@umich.edu E-mail Address, as shown below. For the Account Type, select IMAP. For the Incoming mail server, enter imap.gmail.com. For the Outgoing mail server (SMTP), enter smtp.mail.umich.edu. Set the User Name to your uniqname@umich.edu email address and enter your UMICH password. Click the More Settings... button.
  11. In the Outgoing Server tab, click My outgoing server (SMTP) requires authentication, and click Log on using. Enter only your uniqname as the User Name, and your UMICH Password:
  12. Click the Advanced tab. Set Use the following type of encrypted connection for both servers to SSL, and ensure the port numbers are set correctly, as shown below:
  13. Click OK to return to the Add New Account window, and click Next. Outlook will perform a test to ensure the settings are correct. Click Close to complete the configuration process:

Redirecting Sent Items to a Local Folder

An issue when using the Outlook configuration above is that you must connect to your Google account via IMAP. By default, this means that every message you send will be copied to the Sent Items folder on the Google server, which may not be favorable to those who send a very large number of messages. In addition, if the messages happen to contain large attachments, there is a risk of reaching Google's IMAP bandwidth limit or the 25 GB mailbox quota. To prevent these complications, it is recommended that you redirect your sent items to a local folder on the computer:

  1. Select Control Panel from the Start menu.
  2. Click the Mail (32-bit) icon.
  3. In the Mail Setup window, click the E-mail Accounts... button.
  4. Under the E-mail tab, select the IMAP account you created above, and click Change...
  5. Click the More Settings... button.
  6. Click the Sent Items tab.
  7. Select to have Outlook Save sent items in the Sent Items folder on this computer, and click OK:
  8. Click Next in the Change Account Window, then click Finish to save the new settings.
You are now ready to create a Mail Merge to be sent by Microsoft Outlook through the U-M Authenticated SMTP server.

Use Mail Merge to send personalized e-mail messages to your e-mail address list

See the following Microsoft Office Support page for instructions:

http://office.microsoft.com/en-us/word-help/use-mail-merge-to-send-personalized-e-mail-messages-to-your-e-mail-address-list-HA101990822.aspx




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