How to Set Up Automatic Email Forwarding in Outlook

Why Forward Emails?

Automatic forwarding is useful when you:

• Need emails sent to a secondary address
• Are transitioning between email accounts
• Want a backup copy of important messages
• Need to share incoming emails with a colleague

Setting Up Forwarding in Outlook Desktop

Step 1: Open Rules

• Open Outlook on your computer
• Go to File > Manage Rules & Alerts
• Click New Rule

Step 2: Create a Forwarding Rule

• Select Apply rule on messages I receive
• Click Next
• Choose any conditions (or leave blank to forward everything)
• Click Next
• Tick forward it to people or public group
• Click the people or public group link
• Enter the forwarding email address
• Click OK, then Finish

Setting Up Forwarding in Outlook on the Web

Step-by-Step

• Go to outlook.office.com and sign in
• Click the Settings gear icon (top right)
• Click View all Outlook settings
• Go to Mail > Forwarding
• Tick Enable forwarding
• Enter the email address to forward to
• Optionally tick Keep a copy of forwarded messages
• Click Save

Important Considerations

Keep a Copy

• Always tick Keep a copy of forwarded messages so you still have the original in your mailbox
• Without this, forwarded emails may be removed from your inbox

Security Policies

• Your organisation may have policies restricting external forwarding
• If you cannot enable forwarding, contact your IT administrator
• External forwarding may be blocked for security and compliance reasons

What Gets Forwarded

• New incoming emails are forwarded automatically
• Existing emails in your inbox are not forwarded
• Calendar invitations and meeting requests may not forward correctly

Stopping Email Forwarding

Outlook on the Web

• Go to Settings > Mail > Forwarding
• Untick Enable forwarding
• Click Save

Outlook Desktop

• Go to File > Manage Rules & Alerts
• Find the forwarding rule
• Untick it or delete it
• Click OK

Alternatives to Forwarding

Shared Mailboxes

If multiple people need access to the same emails, a shared mailbox is a better option than forwarding. Ask your IT team to set one up.

Delegation

You can grant a colleague access to your mailbox without forwarding. This lets them read and respond on your behalf.

Need Help?

Contact our helpdesk at helpdesk@netlumait.com.au or call 1300 521 162.