Forward messages automatically with a rule

Suppose you’re going to be out of the office and you want one of your colleagues to be able to handle urgent issues that come up. You can create a rule and forward some of your email (the ones flagged as Important, for example) to that person automatically.

But be careful. Rules are powerful. You might inadvertently send a private or confidential message. Carefully consider and review all of the conditions included with a rule to ensure the desired results.

After you’ve considered the kind of rule you want, here’s how to create it:

  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 forward it to people or 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.

For more about rules, see Manage email messages by using rules.

Forwarding messages outside your organization

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.

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