How to auto-forward emails in Outlook: 3 methods for different needs
Set up automatic email forwarding in Outlook three ways: a rule that forwards only matching emails, a setting that forwards everything, and an admin option in the Microsoft 365 admin center that forwards a user's mail.
By Nur Islam- 4:31 video
- 4 steps
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Invoices need to reach your accountant, a colleague needs to watch your inbox while you are away, or an employee has left and their mail must go somewhere. Forwarding each message by hand is easy to forget and slow when emails pile up.
Pick the method that fits the job. A rule forwards only emails that match conditions you set, such as a sender or a keyword. The forwarding setting sends every email to another address. The admin method lets a Microsoft 365 admin set up forwarding for any user without signing in as them.
What you need
- Outlook with a Microsoft 365 account (New Outlook or Outlook on the web; rules also work in classic Outlook)
- The address you want to forward to
- Microsoft 365 admin rights, for method 3 only
Step by step
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01
Create a rule that forwards matching emails
In New Outlook, open Rules and select Manage rules, then Add new rule. Name it, for example
Invoice forwarding.- Add a condition.
Fromlets you enter one or more sender addresses. - Add another condition such as
Subject includeswith keywords likeinvoiceandinvoices.Subject or body includeschecks both places. - For the action, choose
Forward toand enter one or more addresses. - Optionally add a second action,
Categorize, and create a category such asForwardedwith a colour, so you can see what was sent on.
Select Save. This method works in classic Outlook, New Outlook and Outlook on the web.
- Add a condition.
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02
Test the rule, and delete it to stop
Send yourself a test email that matches the conditions. It arrives with the
Forwardedcategory and a note that you forwarded the message, with the date and time. To stop forwarding, open Manage rules, delete the rule and select OK. -
03
Forward all emails to another address
In New Outlook or Outlook on the web, open Settings (gear icon) > Mail > Forwarding. Turn on Enable forwarding and enter the address. Check Keep a copy of forwarded messages if you still want the emails in your own mailbox. Select Save. To stop, turn the toggle off and save.
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04
Set up forwarding for a user as an admin
In the Microsoft 365 admin center, go to Active users and select the user. Open the Mail tab and choose Manage email forwarding. Check the option to forward all emails sent to this mailbox, enter the address, and check the option to keep a copy of forwarded emails in the mailbox if needed. Select Save changes.
Tips and common problems
- Use a rule (method 1) when only some emails should go on, such as invoices from certain senders. Use the forwarding setting (method 2) when everything should go.
- You can forward to several addresses at once in a rule's
Forward toaction. - Add a
Categorizeaction to the rule so you can see at a glance which emails were forwarded. - Check Keep a copy of forwarded messages unless you really want the mail to leave your mailbox completely.
Which method should you use?
| Method | Forwards | Where it works | Who sets it up |
|---|---|---|---|
| 1. Rule with conditions | Only matching emails | Classic Outlook, New Outlook, Outlook on the web | The mailbox owner |
| 2. Forwarding setting | Every email | New Outlook, Outlook on the web | The mailbox owner |
| 3. Admin center | Every email | Microsoft 365 admin center | A Microsoft 365 admin |
Want AI to decide where each email goes instead of fixed conditions? See the AI email forwarder built with Power Automate and AI Builder.
Questions
How do I automatically forward certain emails in Outlook?
Create a rule: Rules > Manage rules > Add new rule. Set conditions such as From or Subject includes, choose the action Forward to, enter the address and save.
How do I forward all my Outlook emails to another address?
In New Outlook or Outlook on the web, go to Settings > Mail > Forwarding, turn on Enable forwarding, enter the address, choose whether to keep a copy and save.
Why is Outlook not forwarding to an external address?
Microsoft 365 blocks automatic forwarding to external addresses by default through the outbound spam policy. A Microsoft 365 admin has to allow automatic external forwarding for your account or organization.
Can an admin forward another user's email?
Yes. In the Microsoft 365 admin center, open Active users, select the user, go to Mail and choose Manage email forwarding.
