Forward and redirect email automatically

By using a rule, any received e-mail messages that match conditions specified in the rule can be forwarded or redirected to another e-mail account. For example, all e-mail messages from a sender or with a subject that you specify can be forwarded or redirected..

E-mail forwarding and redirection

The main difference between forwarding and redirection is that recipients will see that an email was forwarded; but in a redirected email will not be able to determine that it did not come directly from the original sender. Use these rules with caution. Make sure to minimize the possibility that recipients don't get email that they should not see.

  • Forwarding   

    When a rule automatically forwards a message that you receive, the rule adds the designation "FW:" to the beginning of the Subject line, changes the message formatting, and forwards the message to the account specified by the rule. The recipient sees that the message came from you. A copy of the message you received is left in your Inbox or in the folder to which the message was originally delivered.

  • Redirection    

    When a rule automatically redirects a message that you receive, the rule sends the message, unchanged, to the account specified by the rule. To the recipient, the message appears as though it came directly from the original sender. There is no indication that the message was delivered by way of your account. A copy of the message you received is left in your Inbox or in the folder to which the message was originally delivered. Redirection requires you to use a Microsoft Exchange Server account.

    Use this method if you don't want recipients of the redirected messages to know that the messages were delivered by way of your e-mail account.

In regard to both forwarding and redirection, only the original sender can remove any restricted permission on a message. Messages used with Information Rights Management (IRM) to prevent recipients from sharing the contents of the message with other people are clearly identified with a message on the InfoBar.

To forward or redirect email automatically

By default, Microsoft Exchange Server accounts (starting with Exchange Server 2010) can’t use rules to forward messages to email addresses outside your organization. This setting helps prevent confidential and private organizational information from being disclosed. Only an Exchange administrator can change this setting.

For more information, see Determine the version of Microsoft Exchange Server my account connects to.

  1. Click the File tab.

  2. Click Manage Rules & Alerts.

  3. In the Rules and Alerts dialog box, on the E-mail Rules tab, click New Rule.

  4. Under Start from a blank rule, click Apply rule on messages I receive and click Next.

  5. Under Step 1: Select condition(s), select the conditions that you want the messages to meet for the rule to apply.

  6. Under Step 2: Edit the rule description, click each piece of underlined text, specify values, and then click Next.

  7. Under Step 1: Select action(s), select either:

    • forward it to people or public group

    • redirect it to people or a public group

  8. Under Step 2: Edit the rule description, click the underlined text for people or public group, specify the people or public group you want to forward messages to, and then click Next.

  9. Under Step 1: Select exception(s) (if necessary), select any exceptions that you want.

  10. Under Step 2: Edit the rule description, click each piece of underlined text, specify values, and then click Next.

  11. Under Step 1: Specify a name for this rule, enter a name.

  12. Under Step 2: Setup rule options, check the boxes for the options that you want.

    • If you want to run this rule on messages that already are in the Inbox, check the Run this rule now on messages already in “Inbox" box.

    • By default, the new rule is turned on. To turn off the rule, uncheck the Turn on this rule box.

    • To apply this rule to all email accounts set up in Outlook, check the Create this rule on all accounts box.

  13. Click Finish.

Note: To create a rule for a public folder, you must do so from the folder's Properties dialog box.

  1. Click Mail in the Navigation Pane.

  2. On the Tools menu, click Rules and Alerts.

  3. If you have more than one e-mail account in your Outlook e-mail profile, then in the Apply changes to this folder list, click the Inbox to which you want the new rule to apply.

  4. Click New Rule.

  5. Under Start from a blank rule, click Check messages when they arrive, and then click Next.

  6. Under Step 1: Select condition(s), select the check box next to each condition that you want the incoming message to match.

  7. Under Step 2: Edit the rule description, click the underlined value that corresponds to the condition, and then select or type the necessary information for the condition.

    1. Under Step 1: Select condition(s), select the from people or distribution list check box.

    2. Under Step 2: Edit the rule description, click people or distribution list.

    3. In one of the address lists, double-click the recipient's name, and then click OK.

  8. Click Next.

  9. Under Step 1: Select action(s), select either of these check boxes:

    • forward it to people or a public group

    • redirect it to people or a public group

  10. Under Step 2: Edit the rule description, click people or distribution list.

  11. In one of the address lists, double-click the name or distribution list to which you want to forward the messages, and then click OK.

  12. Click Next twice.

  13. Under Step 1: Specify a name for this rule, type a name.

    To run this rule on the messages that are already in your folders, select the Run this rule now on messages already in "folder" check box.

    To apply this rule to all your e-mail accounts and inboxes, select the Create this rule on all accounts check box. This option is grayed out if you do not have more than one e-mail account or Inbox.

  14. Click Finish.

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