The most valuable feature of Microsoft Outlook is email forwarding. It also enables you to automatically forward incoming emails with one account to another without the need of having to check your inbox manually. Automatic forwarding can relax people and make their lives better whether you need to handle multiple email accounts, have a backup of vital messages, need not miss a single email when you are off or just want to have the benefits of saving time and increasing your productivity. Smart email tools such as ExtractMails are used by many businesses and professionals in order to organize and manage their email workflow in an efficient manner.
You will know how to auto forward emails in outlook and the step by step guide, the situations when it is needed, the advantages of the feature and the pitfalls to be avoided in the complete guide.
What Does Email Forwarding Mean in Outlook?
Outlook has automatic email forwarding where an incoming message can be automatically forwarded to a different email address. When the rule has been established, Outlook will send emails without you having to act.
E.g. in case you have a work and personal email, you can send all work-related emails to your personal email inbox so that you can read them wherever you go.
Why Use Automatic Email Forwarding?
There are numerous reasons why people join email forwarding. The most prevalent ones are convenience, organization, and business continuity.
Common Situations Where Forwarding Helps
- Managing multiple email accounts easily
- Receiving work emails while traveling
- Sharing important emails with team members automatically
- Keeping backup copies of emails
- Monitoring customer support or sales inbox
Forwarding helps reduce the need to log into multiple accounts again and again.
How to Automatically Forward Emails in Outlook (Desktop Version)
Setting up automatic forwarding in Outlook Desktop is simple. Follow the steps below carefully.
Step 1: Open Outlook and Go to Rules
Open Microsoft Outlook on your computer. Click on File in the top-left corner, then select Manage Rules & Alerts.
Step 2: Create a New Rule
In the Rules and Alerts window, click New Rule. Choose Apply rule on messages I receive and click Next.
Step 3: Choose Conditions (Optional)
If you want to forward all emails, do not select anything and click Next. Outlook will ask for confirmation — click Yes.
If you only want specific emails forwarded (for example, emails from a certain sender), you can select conditions like sender, subject, or keywords.
Step 4: Select Forward Option
Now check Forward it to people or public groups. At the bottom, click the highlighted link and enter the email address where you want emails forwarded.
Click Next.
Step 5: Add Exceptions (Optional)
If you want to exclude certain emails, select exceptions here. Otherwise, click Next.
Step 6: Finish Setup
Give your rule a name, check Turn on this rule, and click Finish. Then press Apply and OK.
Your automatic forwarding is now active.
How to Automatically Forward Emails in Outlook Web (Outlook.com / Office 365)
If you use Outlook in a browser, follow these steps.
Step 1: Open Outlook Web Settings
Log in to your Outlook account. Click the Settings (gear icon) in the top-right corner, then choose Mail → Forwarding.
Step 2: Enable Forwarding
Check Enable forwarding, then enter the email address where you want emails sent.
You can also select Keep a copy of forwarded messages if you want emails to stay in your Outlook inbox.
Step 3: Save Changes
Click Save and forwarding will begin immediately.
Different Types of Email Forwarding in Outlook
Outlook allows flexible forwarding options depending on your needs.
| Forwarding Type | Description | Best Use Case |
| Full Inbox Forwarding | Forwards all incoming emails | Managing multiple accounts |
| Conditional Forwarding | Forwards only selected emails | Filtering client or work emails |
| Backup Forwarding | Keeps a copy in original inbox | Email security and record keeping |
| Team Forwarding | Sends emails to another person | Shared business inbox |
| Temporary Forwarding | Used during vacation or leave | Staying updated while away |
When Should You Use Automatic Forwarding?
Automatic forwarding is useful in both personal and professional situations. For example, employees often forward emails when switching roles, businesses forward customer emails to support teams, and individuals use forwarding while traveling.
In the middle of managing your Outlook settings, you may also explore related features like How to Add Outlook Calendar to Google Calendar for better scheduling and productivity across platforms. Modern automation technologies such as Cognitive Document Processing are also helping organizations extract useful information from emails automatically, making email systems smarter and more efficient.
Benefits of Automatically Forwarding Emails
Automatic forwarding is more than just convenience. It can improve communication and ensure smooth workflow.
1. Never Miss Important Emails
Even if you forget to check one inbox, forwarded emails will reach your primary account.
2. Save Time
You don’t need to log in to multiple email accounts repeatedly.
3. Improve Team Collaboration
Emails can be forwarded to team members automatically, ensuring faster response time.
4. Create Email Backup
Keeping a copy of emails in another account helps protect important communication.
5. Simplify Business Communication
Businesses often forward customer emails to departments like sales, billing, or support automatically.
Common Mistakes to Avoid
Although email forwarding is simple, some mistakes can cause problems.
Forwarding Sensitive Emails
Always be careful when forwarding confidential or private emails, especially in business environments.
Creating Too Many Rules
Too many rules can slow down Outlook and cause confusion.
Forgetting to Turn Off Forwarding
If forwarding is temporary, remember to disable it later.
Wrong Email Address
Double-check the forwarding email address before saving the rule.
How to Stop Automatic Forwarding in Outlook
If you want to disable forwarding, follow these quick steps.
Outlook Desktop
Go to File → Manage Rules & Alerts, uncheck the forwarding rule, and click Apply.
Outlook Web
Open Settings → Mail → Forwarding, uncheck Enable forwarding, and save changes.
Security Tips for Email Forwarding
Email forwarding can expose your messages if not handled properly. Follow these security tips to stay safe.
- Only forward emails to trusted addresses
- Avoid forwarding confidential company information
- Use strong passwords and two-factor authentication
- Monitor your rules regularly for unknown changes
These simple steps can prevent unauthorized access and protect your data.
Advanced Uses of Outlook Email Forwarding
Many professionals use forwarding creatively for automation and productivity.
Business Automation
Companies forward order emails to accounting systems automatically.
Email Monitoring
Managers forward customer emails to monitor service quality.
Multi-Account Management
Freelancers and marketers often combine multiple inboxes into one using forwarding.
Email Data Processing
Automation tools can analyze forwarded emails to extract useful information like contact details, attachments, and transaction data.
Troubleshooting Forwarding Issues
Sometimes forwarding may not work as expected. Here are common fixes.
Emails Not Forwarding
Check if your rule is enabled and correctly configured.
Emails Going to Spam
Ensure the forwarding email address is trusted and not blocked.
Rule Not Applying
Try recreating the rule or restarting Outlook.
Admin Restrictions
In some organizations, email forwarding may be disabled by IT administrators.
Final Thoughts
Outlook has an automatic feature of email forward, which has been a great tool that assists people and companies to handle communications effectively. You can make your work process easier and more efficient through forwarding whether you would want to keep in touch with the rest of the world when traveling or you want to ease the process of managing multiple inboxes or share emails with your colleagues, but not to do it manually.
Automatic forwarding is enabled and disabled with ease and it is possible by following the steps in this guide. Always bear in mind to use forwarding in a proper and safe way to avoid losing your personal and professional data. To raise your level of email awareness and advance your level of understanding of email security, you might as well consider other related topics such as what is phishing in order to know how to defend your inbox mail against cyber attacks.
