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Automate email forwards from Outlook (desktop, exchange and outloook.com)

Automate email forwards from Outlook (desktop, exchange and outloook.com)

How to setup auto-forward rules to send emails from Outlook family products to Parseur
Sylvestre avatar
Written by Sylvestre. Updated over a week ago

Automatically forward emails from Outlook Desktop

Do you have many emails sitting in your Outlook Desktop app and need to forward them to another address?

Here's how you can do it:

  1. Create a new folder in Outlook, like "To Forward" for example

  2. Move or Copy all messages you want to forward to that folder

  3. Make sure the folder is open

  4. Make sure the Home ribbon is open

  5. Click Rules in the Move section

  6. Select Create Rule… from the menu

  7. Click Advanced Options

  8. Click Next > (leaving all conditions unchecked)

  9. To forward all messages, click Yes under This rule will apply to every message you receive

  10. Under Step 1, select action(s): Check the box "forward it to people or public group" (or "forward it to people or distribution list")

  11. Under Step 2, Edit the rule description: Click people or public group (or people or distribution list)

  12. Type the email address to which you want to forward under To ->

  13. Click OK

  14. Then, click Next > and Next > again

  15. Make sure Turn on this rule is NOT checked under Step 2: Setup rule options

  16. Select Run this rule now on messages already in "To Forward" (or whatever you named the forwarding folder)

  17. Click Finish

Once completed, you can delete the rule and the forward folder.

Automatically forward emails from Outlook Web App (Microsoft Exchange)

The instructions below apply to Outlook Web App for Office 365 for corporate accounts (using Microsoft Exchange). If you use the desktop version of Outlook 2007, 2010, 2013, or 2016, refer to this article for more information.

If you use Office 365, you can set up automatic forwarding rules using the Outlook Web App:

  1. In a web browser, sign in to Outlook Web App using the URL provided by the person who manages email for your organization. Enter your username and password, and then click Sign in.

  2. At the top of the page, choose Outlook (or Mail). Or, choose the app launcher Office 365 app launcher icon > Mail.

  3. At the top of the page, select Settings > Options, and then select one of the following: Organize email > Inbox rules > New or Mail > Automatic processing > Inbox rules > New > Create a new rule for arriving messages

  4. Type a name for your rule.

  5. Under When the message arrives, select Apply to all messages or define specific filters.

  6. Under Do the following, select Forward, redirect, or send > Forward the message to.

  7. Enter the email address you want in the To box, or choose it from your list of contacts.

  8. Choose OK to save your selections, and OK or Save to create the rule.

Reference: Use rules in Outlook Web App to automatically forward messages to another account

Automatically forward emails from Hotmail, Microsoft Live or Outlook.com

Instructions below apply if you hold an email from Hotmail, Microsoft Live or Outlook.com.

If you want to forward all emails from your Microsoft account to another account:

  1. Sign in to your Microsoft account and then go to your Inbox page.

  2. Click on the gear icon at the top part of your screen next to your username and then select More mail settings.

  3. Under Managing your account, click Email forwarding.

  4. Select the radio button to Forward your mail to another email account.

  5. Enter the email address to that you want to forward the emails.

  6. If you want, you can check the box for Keep a copy of forwarded messages in your inbox.

  7. Click Save.

If you want to forward specific emails from your Microsoft account to another account:

  1. Sign in to your Microsoft account and then go to your Inbox page.

  2. Click on the gear icon located at the top part of your screen next to your username and then select More mail settings.

  3. Under Customizing Outlook, click on Rules for sorting new messages.

  4. Click on New. Under Step 1: Which messages do you want this rule to apply to? on the first box with the drop-down list, select Sender's address then on the second box, select is. Lastly, type in the email address.

  5.  Under Step 2: What action do you want to apply?, select Forward to and type in the email address where you want the emails to be forwarded.

  6. Click on Save.

FAQ

Question: I get the message "Access denied, Your organization does not allow external forwarding". What can I do?

If you get an email with the following message:

Delivery has failed to these recipients or groups:
<email addresses>
Your message wasn't delivered because the recipient's email provider 
rejected it.
[...]
Remote Server returned 'Access denied, Your organization does not 
allow external forwarding. Please contact your administrator for 
further assistance. AS(7555)'

You need to contact your email administrator to allow forwards outside of your company.

This can be done by:

  • Login on Security Admin Center > Threat Management tab > Policy tab > Anti-Spam > Outbound spam filter policy > Edit Policy > Automatic forwarding >

  • Choose On - Forwarding is enabled

  • Save

Check out the following support page for more information: https://learn.microsoft.com/en-us/microsoft-365/security/office-365-security/external-email-forwarding

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