Automatically forwarding emails in Outlook allows you to centralize communication from multiple accounts into one place. If you’ve ever wondered how to automatically forward emails in Outlook, you’re in the right place. This guide walks you through every method, from the classic desktop app to the web version and mobile app, so you can streamline your inbox without missing a beat.
Email forwarding saves you time and reduces clutter. Instead of checking five different accounts, you can have everything land in one main inbox. Let’s get started with the simplest steps.
How To Automatically Forward Emails In Outlook
Microsoft Outlook offers several ways to set up automatic forwarding. The method you choose depends on whether you use Outlook desktop, Outlook.com, or the mobile app. Below, we break down each approach step by step.
Method 1: Using Outlook Desktop App (Windows)
The desktop version of Outlook gives you the most control. You can forward all emails or only specific ones using rules.
Step 1: Open Outlook and Go to File
Launch the Outlook desktop app on your Windows computer. Click on the File tab in the top-left corner. This opens the backstage view.
Step 2: Access Manage Rules & Alerts
In the File menu, select Manage Rules & Alerts. A new window will pop up. If you have multiple email accounts, choose the one you want to configure first.
Step 3: Create a New Rule
Click on New Rule. This launches the Rules Wizard. Select Apply rule on messages I receive and click Next.
Step 4: Set Conditions (Optional)
You can choose to forward all emails or only those meeting certain conditions. For example:
- Only emails from a specific sender
- Emails with certain words in the subject
- Emails marked as high importance
If you want to forward everything, leave all conditions unchecked and click Next. Outlook will ask you to confirm that this rule applies to every message.
Step 5: Choose Forwarding Action
Check the box that says forward it to people or public group. Then click the underlined link people or public group in the bottom pane. Type the email address where you want emails forwarded. You can add multiple addresses separated by semicolons.
Step 6: Finish the Rule
Click Finish and then OK. Your rule is now active. Test it by sending a test email to your Outlook account. It should arrive in the forwarding address within a few minutes.
Method 2: Using Outlook On The Web (Outlook.com)
If you use Outlook.com or Office 365 through a browser, the process is slightly different. This method works for personal and business accounts.
Step 1: Sign In to Outlook.com
Go to outlook.live.com and sign in with your Microsoft account. For Office 365, use your work or school credentials.
Step 2: Open Settings
Click the gear icon in the top-right corner. Then select View all Outlook settings at the bottom of the settings pane.
Step 3: Go to Mail > Forwarding
In the settings menu, choose Mail on the left, then Forwarding. You’ll see a toggle switch to enable forwarding.
Step 4: Enable Forwarding
Toggle the switch to On. Enter the email address where you want emails forwarded. You can also choose to keep a copy of forwarded emails in your Outlook inbox or delete them.
Step 5: Save Changes
Click Save at the top of the page. Your forwarding is now active. Note that this method forwards all incoming emails without any filters.
Method 3: Using Outlook Mobile App (IOS And Android)
The Outlook mobile app doesn’t have a built-in forwarding rule feature. However, you can set up forwarding through the web version or desktop app, and it will apply to your mobile account too. Alternatively, you can use third-party automation tools like IFTTT or Zapier to forward emails from your phone.
Step 1: Open Outlook Mobile App
Launch the app on your iPhone or Android device. Tap your profile icon in the top-left corner.
Step 2: Access Settings
Scroll down and tap the gear icon for Settings. Then select your email account.
Step 3: Use Web Version Instead
Since mobile settings are limited, tap Open Outlook on the web. This opens your browser and logs you into the web version. Follow the steps in Method 2 above.
Method 4: Using Rules For Selective Forwarding
Sometimes you don’t want to forward everything. Maybe you only want emails from your boss or newsletters from a specific sender. Rules let you filter.
Step 1: Open Rules Wizard (Desktop)
Go to File > Manage Rules & Alerts > New Rule. Select Apply rule on messages I receive.
Step 2: Add Conditions
Check conditions like:
- From people or public group
- With specific words in the subject
- Sent only to me
Click the underlined link to enter the specific details.
Step 3: Add Forwarding Action
Check forward it to people or public group. Enter the forwarding address.
Step 4: Name and Save
Give your rule a descriptive name like “Forward Boss Emails.” Click Finish. Now only emails meeting your conditions will be forwarded.
Method 5: Forwarding Multiple Accounts To One Inbox
If you have several Outlook accounts (personal, work, school), you can forward them all to a single inbox. This is perfect for people who manage multiple roles.
Step 1: Choose Your Main Account
Decide which inbox will be your central hub. It could be your personal Gmail or a dedicated Outlook account.
Step 2: Set Up Forwarding on Each Account
For each secondary account, follow Method 1 (desktop) or Method 2 (web). Enter your main email address as the forwarding destination.
Step 3: Test Each Account
Send a test email to each secondary account. Check your main inbox to confirm they arrive. If not, double-check the forwarding address and rule settings.
Method 6: Using Outlook’s “Delayed Delivery” Feature
This is a lesser-known trick. You can set up a rule that delays forwarding by a few minutes. This gives you time to review emails before they’re sent to another address.
Step 1: Create a Rule
Follow the same steps as Method 1. In the Rules Wizard, check forward it to people or public group.
Step 2: Add Exception for Delayed Delivery
Click Next twice to reach the exceptions screen. Check except if it is received within a certain time. Set the time window (e.g., 5 minutes).
Step 3: Save the Rule
Finish the rule. Now emails received outside that window will be forwarded immediately. Emails within the window will be held for review.
Method 7: Forwarding Emails To A Shared Mailbox
If you’re part of a team, you might want to forward emails to a shared mailbox that everyone can access. This is common in customer support or sales teams.
Step 1: Create a Shared Mailbox
Ask your IT admin to set up a shared mailbox in Exchange or Office 365. You’ll need permissions to access it.
Step 2: Create a Rule
In Outlook desktop, create a new rule. Under forward it to people or public group, select the shared mailbox from your address book.
Step 3: Test Access
Have team members check the shared mailbox to confirm they can see forwarded emails. You may need to adjust permissions.
Common Issues And Troubleshooting
Even with clear steps, things can go wrong. Here are the most common problems and how to fix them.
Issue 1: Forwarding Not Working
First, check that the rule is enabled. In Outlook desktop, go to File > Manage Rules & Alerts. Make sure the rule has a checkmark next to it. If it’s grayed out, click Run Rules Now to test.
Issue 2: Emails Going to Spam
Sometimes forwarded emails end up in the spam folder of the destination inbox. Add the forwarding address to your safe senders list. In Outlook.com, go to Settings > Mail > Junk email and add the address.
Issue 3: Duplicate Emails
If you have multiple rules, you might get duplicates. Review your rules and delete any that overlap. Also, check if you have both forwarding and a separate rule that also forwards.
Issue 4: Forwarding Not Applying to Old Emails
Rules only apply to new emails received after the rule is created. To forward existing emails, you’ll need to manually forward them or use a third-party tool.
Issue 5: Server-Side vs Client-Side Rules
If Outlook is closed, client-side rules won’t run. For reliable forwarding, use server-side rules (available in Exchange or Office 365). These run even when your computer is off.
Advanced Tips For Power Users
Once you’ve mastered basic forwarding, try these advanced techniques.
Tip 1: Use Conditional Formatting
Color-code forwarded emails in your main inbox so you know they came from another account. In Outlook desktop, go to View > View Settings > Conditional Formatting. Create a new rule that highlights emails with a specific forwarding header.
Tip 2: Combine Forwarding with Categories
Assign a category to forwarded emails. In the rule, add an action to assign it to a category. This makes it easy to filter and search.
Tip 3: Forward to Multiple Addresses
You can forward the same email to several people. In the rule, separate email addresses with semicolons. Or create separate rules for each address.
Tip 4: Use Power Automate (Microsoft Flow)
For complex workflows, use Power Automate. Create a flow that triggers when an email arrives, then forwards it to multiple destinations, saves attachments to OneDrive, or sends a notification.
Security Considerations
Forwarding emails can expose sensitive information. Keep these points in mind.
- Only forward to trusted addresses
- Use encryption if forwarding confidential data
- Regularly review your forwarding rules
- Enable two-factor authentication on your accounts
- Avoid forwarding to public or shared devices
FAQ: How To Automatically Forward Emails In Outlook
Q1: Can I forward emails from Outlook to Gmail automatically?
Yes. Follow Method 2 for Outlook.com or Method 1 for desktop. Enter your Gmail address as the forwarding destination. Test it to ensure delivery.
Q2: Will forwarding delete the original email from my Outlook inbox?
No, by default the original email stays in your inbox. You can choose to delete it by adding an action in the rule: delete it. But be careful—this is permanent.
Q3: How do I stop forwarding emails in Outlook?
In Outlook desktop, go to File > Manage Rules & Alerts, uncheck the rule, or delete it. In Outlook.com, go to Settings > Mail > Forwarding and toggle it off.
Q4: Can I forward only unread emails?
Outlook doesn’t have a built-in condition for “unread only.” However, you can create a rule that marks emails as read after forwarding, then filter by read status in your main inbox.
Q5: Does forwarding work if Outlook is closed?
Only if you use server-side rules (Exchange/Office 365). Client-side rules require Outlook to be running. For reliable 24/7 forwarding, use the web version or a server-side rule.
Final Thoughts
Setting up automatic email forwarding in Outlook is straightforward once you know the steps. Whether you use the desktop app, web version, or mobile app, you can centralize your communication and save hours each week. Start with the method that fits your setup, test it, and adjust as needed. Remember to review your rules periodically to ensure they still meet your needs. With these techniques, you’ll never miss an important email again.
If you run into trouble, refer back to the troubleshooting section or check Microsoft’s official support pages. Happy forwarding