TL;DR
How to automatically forward emails in Outlook: Set up a forwarding rule. On Outlook desktop, use Rules > Manage Rules & Alerts. On Outlook Web, go to Settings > Mail > Forwarding. You can forward all messages or only specific ones based on conditions. Keyboard shortcut: Alt + F, R opens rules in Outlook desktop.
If you’re wondering how to automatically forward emails in Outlook, you’re not alone. Whether you’re transitioning to a new email address, working remotely, or simply trying to improve workflow, automatic forwarding helps ensure that important messages reach the right inbox at the right time.
Microsoft Outlook offers flexible options to forward messages automatically. You can forward every incoming email or create custom rules to forward only specific ones based on sender, subject, or keywords. These options are available across Outlook desktop, web, and mobile platforms.
Why Use Automatic Email Forwarding in Outlook?
There are several scenarios where forwarding emails automatically is useful:
- You’re switching email addresses
- You want to send emails to a colleague or assistant
- You’re monitoring a shared mailbox
- You’re on vacation but need someone else to follow up
- You’re centralizing communication across departments
Forwarding ensures seamless communication continuity, even in your absence.
How to Automatically Forward Emails in Outlook Desktop (Windows)
To forward emails automatically using Outlook desktop:
- Open Outlook
- Click on File
- Select Manage Rules & Alerts
- In the Rules and Alerts window, click New Rule
- Under Start from a blank rule, choose Apply rule on messages I receive
- Click Next (add conditions or leave blank to forward all)
- Select forward it to people or public group
- Click on the linked text people or public group and enter the forwarding address
- Click Next, add exceptions if needed
- Name the rule and finish setup
- Click Apply and OK
Keyboard Shortcut Tip:
- Alt + F, R opens the Rules and Alerts dialog box
Once saved, the rule will apply to all incoming messages.
How to Automatically Forward Emails in Outlook Web (Office.com)
To forward emails using Outlook Web:
- Log in to Outlook Web
- Click the gear icon in the top right
- Select View all Outlook settings
- Go to Mail > Forwarding
- Toggle Enable forwarding
- Enter the forwarding address
- Optionally check Keep a copy of forwarded messages
- Click Save
This method forwards all emails. To forward specific ones, use Inbox rules under Mail > Rules.
How to Set Up Conditional Forwarding in Outlook Web
For more control:
- Go to Settings > View all Outlook settings > Mail > Rules
- Click Add a new rule
- Give your rule a name
- Set conditions (e.g., from a specific sender or subject includes certain words)
- Choose action: Forward to
- Enter the recipient’s email address
- Click Save
This allows you to forward only relevant emails while maintaining inbox privacy.
How to Forward Emails in Outlook for Mac
- Open Outlook for Mac
- Go to Tools > Rules
- Choose Exchange, IMAP, or POP depending on your account type
- Click + to create a new rule
- Set the condition (e.g., if message is received)
- Under Do the following, choose Forward to and enter the address
- Click OK
Note: Rule behavior on Mac may vary based on account type (Exchange vs IMAP).
How to Forward Emails in the Outlook Mobile App
The mobile app does not support automatic forwarding rules. However, you can:
- Manually forward individual messages
- Rely on previously created rules (they will still apply)
For full forwarding capabilities, set up the rule using the desktop or web version.
Forward vs Redirect in Outlook
| Feature | Forward | Redirect |
|---|---|---|
| Sender shown | Original sender shown | Original sender preserved |
| Editable body | Yes, can add text | No changes allowed |
| Use case | Add notes, send updates | Pure delivery to another inbox |
| Setup | Rules in Outlook desktop/web | Same place, just choose “redirect” instead |
Use Forward when you want to add notes or edits. Use Redirect for transparent delivery.
How to Edit or Remove a Forwarding Rule
In Outlook Desktop:
- Go to File > Manage Rules & Alerts
- Select the rule
- Click Change Rule or Delete
In Outlook Web:
- Settings > Mail > Rules
- Click the rule
- Edit or delete as needed
Always test your rule to ensure it works correctly.
Security Considerations When Forwarding Emails
- Avoid forwarding sensitive information without encryption
- Always verify the recipient’s address
- Use conditional rules to prevent data leakage
- Ensure compliance with company IT policies
Forwarding should improve communication, not compromise privacy.
FAQ: How to Automatically Forward Emails in Outlook
Can I forward only certain emails in Outlook?
Yes. Use rules to specify conditions such as sender, subject, or keywords.
Will the original sender know their email was forwarded?
Not unless the recipient replies or forwarding is mentioned in the response.
Can I forward emails to multiple addresses?
Yes, in the desktop version, you can forward to multiple recipients using rules.
Does automatic forwarding work when Outlook is closed?
Yes, if you’re using a Microsoft Exchange or Microsoft 365 account. The server handles the forwarding.
Can I keep a copy of forwarded emails?
Yes. Outlook Web offers a checkbox to retain a copy. In desktop, set a rule action to leave a copy in the inbox.
Can I forward from a shared mailbox?
Yes, if you have full access and permissions, you can set rules on shared mailboxes.
Conclusion: Use Outlook Email Forwarding to Stay Connected Anywhere
Now that you know how to automatically forward emails in Outlook, you can keep your communication flowing no matter where you are. Whether you’re out of office, transitioning to a new role, or managing shared mailboxes, forwarding rules ensure that no message is missed. Use built-in tools in Outlook desktop or web to tailor forwarding behavior to your needs and maintain control over your inbox.
Complete List of Windows Keyboard Shortcuts
If you need help for Windows, you can find a whole list of all keyboard shortcuts here.
https://keyboard-shortcuts.org/
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