How to Automatically Forward Email from Office 365 to another Email Address

How to Automatically Forward Email from Office 365 to another Email Address

Email forwarding refers to manually or automatically re-sending an email message delivered to one email address to one or more other addresses. Email forwarding is an ambiguous term that references server-based and client-based forwarding.

IT administrators can configure Server based forwarding from the server or the back-end. This grants administrators the ability to forward email sent to anyone within the company even though the administrator doesn?t have access to the mailbox. Server based forwarding can also be used to forward email from multiple email addresses at the same time. For example, the user sally can forward her email but cannot forward her colleague Bob?s email. An administrator can use server-based forwarding to forward emails sent to Sally and Bob to another mailbox.

User?s can configure their own Client-based forwarding rules through OWA or Outlook. User?s have the ability to configure client based forwarding for their own mailboxes. Office 365 allows a user to create ?Outlook Rules? which allow automated actions based on explicit criteria. If leaving on vacation for a couple of weeks a user may want to forward all emails to a colleague. That colleague can then setup their own rule to automatically put all your forwarded emails into the trash ;)! Using criteria, or filters, a user can limit the amount of email messages the receipt receives. Filters are a great way to forward emails only from a specific client or only emails relating to a specific project. Rules are a powerful way to help manage your inbox and collaborate without wasting time.

How to automatically forward all incoming emails using Outlook 2016

Open your Outlook Inbox. From the Home ribbon click Rules -> Create Rule?

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From the Create Rule pop-up, click Advanced Options?

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From the Rules Wizard page labeled ?Which conditions do you want to check?? you can set your criteria for the forwarding rules. If you only wanted to forward some messages, use this page to configure the filters. If you want to forward all emails, leave this page blank and click Next.

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From the ?What do you want to do with the message?? page: click the check next to forward it to people or public group. Then click people or public group and select the person you?d like to forward the email too. Click Next.

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From the ?Are there any exceptions?? page you can create filters to make exclusions to the rule. This is a great place to exclude your mom?s emails, and Jeff?s daily cat videos. If you don?t have any exceptions click Next.

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On the last step you can give the new rule a new and click Finish.

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How to delete a forward rule in Outlook

Once your back in action, you?ll need to delete your new rule.

Open your Outlook inbox. Using the Home ribbon click Rules -> Manage Rules & Alerts?

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Highlight the rule you want to delete and click Delete. Once you confirm you want to delete the rule, click OK.

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You?re back in action!

How to automatically forward all incoming emails using Office 365?s OWA

If you don?t use Outlook you?ll need to use OWA to create the mail rules.

Go to mail.office365.com and sign in.

Click the Gear in the top right to open your settings. Type rules in the search and click Inbox rules.

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Click the plus sign to create a new rule.

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Give your new rule a new and select Forward the message to.. in the Do all of the following drop down box.

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Select a person from your contacts. and save your new rule.

How to delete a forward rule in OWA

Go to mail.office365.com and sign in.

Click the Gear in the top right to open your settings. Type rules in the search and click Inbox rules.

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Highlight the rule you want to delete and click the trash can. Easy as pie!

More Rule Tips

There are a ton of options to automate your inbox with rules. Below is a quick list of the most common:

  1. Automatically move newsletters to a sub folder to be read later.
  2. Play a special sound when you receive an email from your boss or an important client.
  3. Display an alert when a message is marked high priority.
  4. Have the server automatically reply with a a drafted email.
  5. Automatically archive emails that are standard notifications.
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