In Microsoft Outlook, forwarding an email is simple. However, if you find yourself forwarding the same types of emails regularly, why not automate the process? You can forward specific emails or even all of them automatically.
We’ll show you how to set up email forwarding in Outlook, whether you use it on your desktop or the web. By devoting a few minutes now, you will be able to save time later and move on to more important tasks.
Set Up Automatic Forwarding in Outlook on Your Desktop
Setting up a rule to automatically forward emails in Outlook on your desktop is similar to automatically BCCing emails. This applies to both forwarding specific messages and forwarding all emails.
Forward Certain Emails
- If you have more than one mailbox, select the one you want to work with within Outlook.
- Go to the Home tab, then to the Move section of the ribbon, click the Rules drop-down arrow, and then click “Create Rule.”
- To open the Rule Wizard, click “Advanced Options” when the Create Rule window appears.
- The first step in creating a forwarding rule is to select a condition. Select the checkbox next to each condition you want to use for email selection. As you progress, these will appear in the description at the bottom. “Next” should be selected.
- Click “People or Public Group” at the bottom of the description.
- Then, at the bottom, select the email address to which you want to forward the messages and click “To.” If necessary, you can select a specific contact list from the drop-down list beneath Address Book. “OK” will be displayed.
- Return to the Rule Wizard window and check the boxes for the exceptions you want to add if any. “Next” should be selected.
- Give your rule a name, then check the box next to Turn on This Rule. You can choose to run the rule immediately by checking the box. To save and enable your rule, click “Finish.”
Forward All Emails
- With one exception, if you prefer to forward all emails you receive to another email address, you’ll follow the same steps as above.
- Check the box for Sent to [your email address] in the Rule Wizard’s condition step (Step 1). The rule will be applied to all emails sent to that address as a result of this action. Then, to forward the emails, complete the rest of the rule setup process.
Set Up Automatic Forwarding in Outlook on the Web
- You can create a forwarding rule in Outlook for the web in the same way that you can in the desktop version. However, you will set up forwarding for all incoming emails without using a rule.
- To open the Settings sidebar for either option, click the gear icon in the upper right corner. Click “View All Outlook Settings” at the bottom.
Forward Certain Emails
- You’ll create a rule to only forward specific emails. Select “Mail” on the far left, followed by “Rules” on the right. “Add New Rule” will appear.
- Setting up a rule in Outlook for the web takes only three steps. Begin by giving your rule a name.
- Then, using the drop-down box, choose a condition. You can use criteria such as who sent the email, how your name appears, or what is in the subject line or body.
- Make your selection and then, if necessary, include any additional information in the box to the right. To add more criteria, click “Add Another Condition” and repeat the process.
- Finally, you will include the action. Select an Action from the drop-down box and select “Forward To” or “Forward as Attachment” as desired.
- In the box that appears, enter the email address to which you want to forward the emails. Click the corresponding link to add another action or an exception.
- If you have other rules set up that use similar conditions, you can uncheck the box to Stop Processing More Rules. This will override any subsequent rules applied to the same emails.
- When you’re finished, go back and review your rule before clicking “Save.”
Forward All Emails
- Instead of forwarding individual emails, you can choose to forward all of them.
- Choose “Mail” on the far left, followed by “Forwarding” on the right.
- Enable forwarding by checking the box. Then, in the box, enter the email address to which you want to forward messages. You can check the box to keep a copy of forwarded messages if you want. When you’re finished, click “Save.”
- Forwarding specific emails to another email address is a convenient way to avoid the extra work of doing it manually.