Effortlessly Forward: How to Automatically Redirect Incoming Emails in Outlook

In today’s fast-paced world, managing multiple email accounts can quickly become overwhelming. Whether you’re consolidating inboxes, taking a sabbatical, or simply need to route specific types of emails to a colleague, the ability to automatically redirect incoming messages is a lifesaver. Microsoft Outlook, a stalwart in the world of email management, provides a robust feature set to achieve precisely this. This comprehensive guide will walk you through the steps of setting up automatic email forwarding in Outlook, ensuring that your messages reach their intended destination without you having to lift a finger.

Why Automatically Redirect Emails?

Before diving into the ‘how,’ let’s explore some common scenarios where automatic email forwarding proves invaluable:

• Consolidation: You might have several email addresses for different purposes (personal, work, side projects). Forwarding them all to one central inbox allows you to manage everything from a single point.
• Vacation/Leave: When you’re out of the office, automatically forwarding emails to a colleague or team member ensures that important communications are addressed promptly.
• Job Transition: As you move to a new role or company, forwarding emails from your old account can help ensure you don’t miss critical messages during the transition period.
• Specialized Routing: You may want all emails related to a particular project or from a specific sender to be forwarded to a dedicated team or individual.
• Backup and Archiving: Forwarding emails to a separate archive account can provide an additional layer of security and redundancy.

Automatic Email Forwarding: Two Primary Approaches in Outlook

Outlook provides two main methods for setting up automatic forwarding:

1. Using Inbox Rules (Recommended): This method allows for highly customized forwarding based on various criteria (sender, subject, keywords, etc.). It’s the most flexible and robust option.
2. Using the Forwarding Option (Simpler): A quicker, but less customizable, method that forwards all incoming emails to a specified address.

We’ll explore both methods, starting with the more powerful Inbox Rules option.

Method 1: Setting Up Automatic Email Forwarding Using Inbox Rules

Inbox Rules offer granular control over how emails are managed. This method provides the greatest flexibility, and allows you to set up automatic redirects based on different conditions. Here’s a detailed step-by-step guide:

Step 1: Accessing Outlook Rules

The method for accessing Outlook rules may vary slightly depending on the version you’re using, but the core process is generally similar.

Outlook Desktop Application:

1. Open Outlook: Launch your Outlook desktop application.
2. Navigate to the ‘File’ tab: Click on the ‘File’ tab located in the top-left corner of the Outlook window.
3. Select ‘Manage Rules & Alerts’: In the ‘Info’ section, you’ll find a ‘Manage Rules & Alerts’ button. Click on it.
4. The ‘Rules and Alerts’ dialog box opens: You should now see a dialog box titled ‘Rules and Alerts’.

Outlook Web Application (OWA):

1. Open Outlook in your browser: Navigate to the Outlook Web App using your web browser and log in.
2. Access settings: Click on the ‘Settings’ gear icon (usually located in the top-right corner).
3. Select ‘View all Outlook settings’: In the pane that appears, click ‘View all Outlook settings’ at the bottom.
4. Navigate to ‘Rules’: In the ‘Settings’ dialog, choose ‘Mail’ followed by ‘Rules’.

Step 2: Creating a New Rule

Now that you’re in the ‘Rules and Alerts’ (desktop) or ‘Rules’ (web) section, you’re ready to create a new rule.

1. Click ‘New Rule’ or ‘Add new rule’: Look for the button labeled ‘New Rule’ in the desktop app or ‘Add new rule’ in the web app. Click it. This will open the rules wizard.
2. Choose a starting point (template): In the first step of the rule creation process, you are typically presented with options to start from a template. For forwarding, you can choose “Apply rule on messages I receive”. Click on that option and then click ‘Next’.

Step 3: Defining Conditions (Optional)

Here, you specify *which* emails you want to forward. If you want to forward all emails, you can skip this step and click ‘Next’. If you only want to forward specific emails, you can create conditions based on:

• From: Forward emails from a specific sender or multiple senders.
• Sent to: Forward emails sent directly to you or to a specific email address in the To or CC field.
• Subject contains: Forward emails with a specific word or phrase in the subject line.
• Body contains: Forward emails with a specific word or phrase in the email body.
• Message header contains: Forward emails that have a particular string in their email header.
• Flagged by/Importance: Forward messages based on their flag status or importance level.
• Account: If you have multiple email accounts configured, you can select the account this rule applies to.

To configure conditions:

1. Select the condition: Tick the checkboxes of one or more conditions you want to include in your rule.
2. Enter the required value: Depending on the condition, you’ll need to input the relevant value. For example, if you select ‘from people or public group’, you’ll then have to select those senders from your contacts or type in their email addresses.
3. Click ‘Next’: Once you’ve set your condition(s), click the ‘Next’ button to proceed to the action step.

Step 4: Defining the Forwarding Action

This is where you specify *what* action you want to take when an email matches the conditions. We will be setting the forwarding action.

1. Choose the ‘forward it to people or public group’ action: In the ‘Select Action(s)’ section, find and select the ‘forward it to people or public group’ option (or ‘Forward the message to’ in the web version).
2. Select email addresses: Depending on whether you’re in the desktop or web app, you’ll either see a window titled ‘Rule Address’ or ‘Select people or public group’. Click on the ‘people or public group’ link in the rule description. In this window type or select the recipient email address(es) where you want your emails forwarded to. Once you have added your desired recipients, click ‘OK’.
3. (Optional) Add an exception: You can click on ‘Add exception’ if you need to add any exceptions to your rule. For example, you might want to forward all emails except those from specific senders. The option to add exceptions will only appear in the Outlook desktop app and the Outlook Web App. If you’re using the classic desktop app with older rules, you might find this option under the second window in the rules wizard.
4. Click ‘Next’: Once you’ve defined the forward action, click ‘Next’.

Step 5: Naming and Completing the Rule

Finally, it’s time to give your rule a name and finalize it.

1. Name your rule: Enter a descriptive name for your rule in the ‘Specify a name for this rule’ field. For example, ‘Forward All Emails to Personal Account’.
2. Turn on the rule: Ensure the checkbox that says “Turn on this rule” is checked in the rules wizard.
3. Click ‘Finish’: Click the ‘Finish’ button to save and activate the rule.

Your rule is now active and will automatically forward emails that match your defined conditions to the specified address(es).

Managing and Editing Rules

At any time, you can access your created rules to edit, disable, or delete them. Follow these steps:

1. Revisit ‘Manage Rules & Alerts’ or the ‘Rules’ section: As in step 1, revisit the ‘Rules and Alerts’ dialog box (Desktop app) or the ‘Rules’ settings (Web app).
2. Select the rule: Choose the rule you want to modify.
3. Modify the rule: Click on ‘Change Rule’ or select the specific edit options (such as “edit” or “delete”) depending on whether you’re using the desktop app or web app.
4. Save changes: Remember to save any changes you make by clicking on ‘Apply’, ‘OK’ or ‘Save’ (depending on the app/version).

Method 2: Setting Up Automatic Email Forwarding Using the Forwarding Option (Simpler)

This method is much quicker to set up, but is less flexible as it forwards *all* emails without conditions. This is a good option if you want to simply forward all incoming emails to another account without the need for any specific filtering.

Step 1: Accessing the Forwarding Settings

The method for accessing the forwarding options differs depending on the version you are using. Below are the instructions for both the desktop and web application.

Outlook Desktop Application (Classic):

This option is not directly available in the new Outlook desktop application or the Outlook 365 app. You’ll likely need to use Inbox Rules.

1. Open Outlook: Launch your Outlook desktop application.
2. Navigate to ‘File’: Click on ‘File’ at the top left.
3. Select ‘Options’: In the ‘Info’ section, click on ‘Options’.
4. Navigate to ‘Mail’: In the Options dialog, select ‘Mail’.
5. Find ‘Forwarding’ Section: Scroll to the ‘Message arrival’ section.
6. Click on the ‘Forward messages’ option: Select the checkbox that says “Forward messages” and proceed to the next step.

Outlook Web Application (OWA):

1. Open Outlook in your browser: Navigate to the Outlook Web App using your web browser and log in.
2. Access Settings: Click the ‘Settings’ gear icon (usually in the top-right corner).
3. Select ‘View all Outlook settings’: In the pane that appears, click ‘View all Outlook settings’ at the bottom.
4. Navigate to ‘Forwarding’: In the ‘Settings’ dialog, choose ‘Mail’ followed by ‘Forwarding’.

Step 2: Enabling and Configuring Forwarding

Once you’ve reached the forwarding settings, complete the following steps:

1. Enable forwarding: Click the switch to enable forwarding in the ‘Forwarding’ section.
2. Enter the forwarding address: In the ‘Forward my email to’ text box, enter the email address where you want all incoming emails to be forwarded.
3. (Optional) Keep a copy of the forwarded messages: If you’d like to keep a copy of the forwarded emails in your original inbox, check the box labeled ‘Keep a copy of forwarded messages’. This is highly recommended to ensure you can still access your messages if needed.
4. Click ‘Save’: Click the ‘Save’ button to finalize the forwarding settings.

Your forwarding is now active. All incoming emails will now be automatically forwarded to the specified email address.

Disabling Forwarding

To disable forwarding, simply:

1. Revisit the ‘Forwarding’ settings: Repeat step 1 to access the forwarding settings section.
2. Disable forwarding: Toggle off the forwarding switch or uncheck the “Forward messages” box, depending on whether you’re using the web app or the classic desktop app.
3. Click ‘Save’: Click ‘Save’ (in the web app) to confirm your changes.

Choosing the Right Method for Your Needs

The best approach for setting up automatic email forwarding depends on your specific requirements.

• Inbox Rules: The recommended approach for most users. Use Inbox Rules if you need to forward messages based on specific criteria (sender, subject, etc.), want to apply multiple forwarding rules or if you want more granular control over your forwarding.
• Simple Forwarding Option: Use this method if you want to forward all incoming emails without any conditions or if you simply want a very quick and basic forwarding setup.

Important Considerations

• Email Privacy: Be mindful of the privacy implications when forwarding emails. Avoid forwarding sensitive information to personal accounts unless absolutely necessary.
• Forwarded email size: If you have very large attachments in your emails, these may cause issues with the forwarding process, especially if your recipient’s mail server has restrictions on size.
• Email Loops: Be cautious of creating email forwarding loops, where an email is repeatedly forwarded between accounts. This can cause issues for email servers, and could end up getting your account suspended.
• Keep a copy of forwarded messages: We generally recommend to keep a copy of forwarded messages in your inbox as it allows you to have a backup copy of your emails in case something goes wrong.
• Testing: After setting up forwarding, always test it by sending a test email to the forwarding account. Ensure that the test email is being forwarded to the correct destination.
• Regularly Review: Periodically review your forwarding rules or settings to ensure that they are still appropriate and necessary.

Troubleshooting Common Issues

• Emails not forwarding: Double-check your forwarding rules or settings for accuracy. Ensure that the forwarding address is correct and that the rules are active. Check your spam folder, and also check that your forwarding email provider has not marked emails as spam.
• Emails are being delivered to the forwarding address but not your main account: Make sure you have the option to keep a copy of the messages in your inbox selected in your rules or settings.
• Rule isn’t working as expected: Review your rule conditions carefully to ensure they are capturing the intended emails. Test different conditions to see if you can find the cause of the issue.
• Forwarding loops: Check your rules and/or the forwarding settings at both the sending and the receiving ends. Also check for auto-replies or other settings that may be causing the email to be bounced back.

Conclusion

Automatic email forwarding is a valuable feature in Outlook that can greatly enhance your email management efficiency. Whether you opt for the highly customizable Inbox Rules or the simple forwarding option, this feature can help you stay on top of your emails, regardless of the number of accounts you have or where you’re working from. By following the step-by-step instructions in this comprehensive guide, you’ll be able to easily set up forwarding to meet your specific needs. Remember to test your settings and periodically review them to ensure they’re working as expected. By using email forwarding effectively, you can streamline your communication and reclaim your inbox!