How to Set Up Email Forwarding in Outlook

Written by: Jay H.

Email forwarding is a helpful feature in Outlook that automatically redirects your incoming emails to another email address. It’s an efficient way to stay connected across multiple accounts or ensure that critical messages are accessible in one inbox. In this guide, we’ll cover how to set up email forwarding in both Outlook for Desktop and Outlook on the Web, so you can manage your emails more efficiently.

Why Set Up Email Forwarding in Outlook?

Here are a few scenarios where email forwarding can be especially useful:

• Streamlining Multiple Accounts: Keep all your emails organized by sending them to a single primary email address.
• Backup for Important Messages: Forwarding can serve as a backup to ensure no emails get lost.
• Automatic Responses: If you’re temporarily away from an account, forwarding can help you receive and respond to critical emails.

How to Set Up Email Forwarding in Outlook for Desktop

If you use Outlook’s desktop application, here’s how to set up email forwarding.

Step 1: Open Outlook and Go to Rules

1. Open Outlook on your computer.
2. Go to the File tab in the top-left corner.
3. Select Manage Rules & Alerts.

Step 2: Create a New Rule

1. In the Rules and Alerts window, click New Rule.
2. Under Start from a blank rule, select Apply rule on messages I receive and click Next.

Step 3: Set Up the Conditions for Forwarding

1. To forward all emails, skip the condition selection and click Next (you will receive a prompt to confirm forwarding all emails).
2. If you only want specific emails forwarded, select conditions like from people or public group or with specific words in the subject and then click Next.

Step 4: Choose the Forwarding Action

1. Check the box for forward it to people or public group.
2. In the lower section, click the people or public group link, then enter the email address where you want to forward emails.
3. Click OK and then Next.

Step 5: Set Any Exceptions

You can set exceptions for emails you don’t want to forward, such as messages from specific senders or with certain words in the subject line. This step is optional, so if you don’t need exceptions, just click Next.

Step 6: Name Your Rule and Activate It

1. Give your rule a name, such as “Email Forwarding.”
2. Make sure Turn on this rule is checked.
3. Click Finish and then Apply to save the forwarding rule.

Note: Your computer needs to be on, and Outlook must be open for the desktop forwarding rule to work. If you want forwarding to work even when your computer is off, use the Outlook Web method instead.

How to Set Up Email Forwarding in Outlook on the Web

If you use Outlook on the Web (also known as Outlook.com or Office 365’s web version), follow these instructions.

Step 1: Log into Outlook on the Web

1. Go to Outlook.com and log into your account.

Step 2: Access the Settings Menu

1. In the top-right corner, click on the Settings gear icon.
2. At the bottom of the settings panel, click View all Outlook settings.

Step 3: Navigate to Mail Forwarding Settings

1. In the left-hand menu, select Mail.
2. Under Mail, go to Forwarding.

Step 4: Enable and Configure Email Forwarding

1. Check the box next to Enable forwarding.
2. Enter the email address you’d like to forward your messages to.
3. If you want to keep copies of forwarded emails in your Outlook inbox, check Keep a copy of forwarded messages. This option is handy if you want to access your emails from both accounts.

Step 5: Save Your Changes

Click Save at the bottom to apply your forwarding settings.

Troubleshooting Common Forwarding Issues

• Forwarding Not Working: Ensure that your internet connection is stable and that your forwarding rule or setting is active. Also, double-check that you’ve entered the correct email address.
• Emails Not Being Kept in Inbox: If you’re using Outlook on the Web and don’t see forwarded emails in your Outlook inbox, make sure the Keep a copy of forwarded messages box is checked.
• Duplicated Emails: If you notice duplicate emails in your forwarded account, check for any existing rules that might also be forwarding emails to that address.

How to Stop Forwarding Emails in Outlook

If you no longer need email forwarding, it’s easy to disable it.

Outlook for Desktop

1. Go back to File > Manage Rules & Alerts.
2. Select the rule you created for forwarding and uncheck it to disable, or click Delete to remove it permanently.

Outlook on the Web

1. Go to Settings > View all Outlook settings > Mail > Forwarding.
2. Uncheck Enable forwarding and click Save.

Make Your Outlook More Productive

Email forwarding in Outlook is a practical way to simplify email management, keep backups, and stay connected wherever you are. By following these steps, you can set up forwarding on both Outlook desktop and web versions and enjoy the convenience of accessing emails from a single inbox.

If you have any questions or encounter issues, our support team is here to assist. Contact us today to streamline your email setup and manage communications effectively.