The best way to auto-forward emails from the Outlook App: Open Outlook App > Click “Home” > “Rules” > “Manage Rules & Alerts” > Click “New Rule” > Select “Apply rule on message I receive” > Set conditions (e.g., specific senders). > Choose the action “Forward it to people or public group” > Select contacts and click “OK” > Review the rule and click “Finish”
The fastest way to auto-forward emails from the Outlook Web: Go to Outlook Web > Click the gear icon > “View all Outlook settings” > Navigate to “Mail” > “Forwarding” > Enable forwarding and enter the email address > Choose whether to keep copies > Click “Save” to apply.
In this article, we will learn how to auto forward Emails from Outlook. We all use Outlook, and we can understand that managing an overflowing email inbox can be a challenge. However, Microsoft Outlook offers a powerful solution to streamline your email workflow: auto-forwarding. This feature allows you to automatically send specific emails to designated recipients, saving you time and ensuring important information reaches the right people without manual intervention.
In this article, we’ll explore the benefits of auto-forwarding, discuss practical scenarios where it can be useful, and provide step-by-step instructions on setting up auto-forwarding rules in Outlook. By the end, you will have the knowledge and confidence to optimize your email management and boost productivity through auto-forwarding in Outlook.
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Advantages of using Auto Forward Emails from Outlook
Learning how to auto forward emails from Outlook offers numerous benefits. Firstly, it saves you valuable time by eliminating the need to manually forward each relevant email individually. Instead, you can set up rules and criteria to automatically route specific messages to the appropriate individuals or departments. This feature is especially useful in scenarios where you receive emails that require immediate attention from specific team members or stakeholders.
Auto-forwarding improves collaboration within teams and organizations. By swiftly redirecting relevant messages to team members, everyone stays informed and can take necessary actions promptly. This enhances communication flow, minimizes delays, and fosters a more efficient working environment.
Another significant advantage of auto-forwarding is its ability to streamline customer support or client communication. For instance, if you’re a small business owner, you can set up rules to automatically forward inquiries or support requests to the appropriate team member, ensuring timely responses and satisfied customers. So, these are some good reasons to learn how to auto forward emails from Outlook.
How to Auto Forward Emails from Outlook?
This is a little lengthy but simple method to auto forward emails from Outlook. We will see the detailed step-by-step guide for the Outlook App version, and then the Web version, so let’s get started.
Auto Forward Emails from Outlook – In Outlook App
In this section, we will learn how to auto forward emails from Outlook using the Outlook App version, and we will do it by using the rules features in Outlook.
Launch Microsoft Outlook on your computer and ensure you are logged into your email account.
Click on the “Home” tab located in the Outlook ribbon at the top of the window.
In the “Move” group, click on the dropdown arrow next to the “Rules” button.
From the dropdown menu, select “Manage Rules & Alerts”
Note: In the Create Rule window, you can set up the conditions for auto-forwarding.
In the new “Rules and Alerts” window, click on the New Rule button.
In the new “Rules Wizard” window from the below section “Start from a blank rule“, select “Apply rule on message I receive”
Click on the next button.
Pro tip: Choose the desired options such as specific senders, subject lines, or other criteria that should trigger the auto-forwarding rule. You can also leave these options blank to apply the rule to all incoming messages.
Now set up the conditions, the conditions on which the rule should trigger. Here I am selecting the condition “Sent only to me“, then clicking on the Next button.
Now, select the action to be taken when the rule is triggered. Here I am selecting “Forward it to people or public group” because the goal is to enable auto-forwarding.
Check on the option and click on the “People and public group” linked button in the below “Step 2” section
Your contact list will open, now select the contact or people to whom the email messages should forward when met the condition of the rule. Select the contact’s name then click on the “To” button in the left corner.
Now click on the Ok button
Click on the Next button
Now select exceptions, for example forward the message but if there is a certain condition then don’t trigger the rule, but we don’t need this exception so we will click on the Next button below.
Now we are on the final view of the rule’s wizard window, now review the rule condition, exception, etc., and click on the Finish button.
Now you can see the rule has been created, and now your email messages will forward automatically to selected contacts.
This is how to auto forward emails from Outlook.
Auto Forward Emails from Outlook – In Outlook Web
In this section, we will learn how to auto forward emails from Outlook using the Outlook web version. This method is simpler than the App version, let’s see the required steps below.
Go to the Outlook website (https://outlook.office.com) or the Outlook web app provided by your organization.
Click on the gear icon located in the top-right corner of the Outlook web interface. This will open the Settings menu.
In the Settings menu, scroll down and click on “View all Outlook settings” at the bottom.
In the Settings pane, navigate to the “Mail” section.
Click on “Forwarding” in the left-hand menu under the Mail section.
In the Forwarding settings, click on the checkmark to enable forwarding.
Enter the email address where you want to forward your messages in the text field provided.
Choose whether you want to keep a copy of the forwarded messages in your Outlook inbox or not. You can select the checkbox labeled “Keep a copy of forwarded messages” if you wish to retain copies.
Once you have entered the forwarding email address and made the necessary selections, click the “Save” button to apply the changes.
Notes / Tips
- Auto-forwarding emails can be useful for staying updated and managing your communication efficiently.
- Ensure that you have the necessary permissions and follow any organizational guidelines before setting up auto-forwarding.
- Double-check the email address you enter for forwarding to avoid sending messages to the wrong recipient.
- Regularly review and update your forwarding settings to ensure they align with your current needs.
- Be mindful of any potential privacy or security implications when forwarding sensitive information.
- Consider using filters or rules to refine the criteria for auto-forwarding, ensuring you only forward relevant emails.
- Test the auto-forwarding rule to verify its functionality and accuracy.
- Keep track of any forwarded emails to ensure you don’t miss any important messages in your inbox.
- Disable auto-forwarding when it is no longer needed or during periods of absence to avoid forwarding unnecessary messages.
- Familiarize yourself with the specific features and options available in your version of Outlook for auto-forwarding.
Frequently Asked Questions
Q: How to set up auto-forwarding for specific senders in Outlook?
A: To set up auto-forwarding for specific senders in Outlook, you can create a rule using the Rules and Alerts feature. Specify the conditions for the sender(s) you want to forward emails from, and then set the action to forward those messages to the desired recipient(s).
Q: How to disable auto-forwarding in Outlook?
A: To disable auto-forwarding in Outlook, access the settings or rules menu and locate the forwarding rule you previously created. Disable or delete the rule to stop emails from being automatically forwarded.
Q: Can I forward emails from multiple Outlook accounts to a single email address?
A: Yes, you can forward emails from multiple Outlook accounts to a single email address. Set up individual forwarding rules for each account, specifying the same forwarding recipient address for all the rules.
That’s all from how to auto forward emails from Outlook. I hope I have covered and delivered everything regarding this topic. Hoping that you find this guide helpful. Thanks for reading Office Demy tutorials.