How to Automatically Forward Emails in Outlook

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• Introduction
• Why Use Automatic Email Forwarding?
• Prerequisites Before You Begin
• How to Automatically Forward Emails in Outlook Web App (OWA)
• How to Forward Emails Automatically in Outlook Desktop App
• How to Stop Email Forwarding in Outlook
• Troubleshooting Common Issues
• Conclusion
• Bonus Tip: Easy Way to Save Outlook Emails to Local or Cloud

Introduction

Ever find yourself juggling between multiple email accounts, constantly switching tabs to keep up? If you're using Outlook and want a smarter way to manage your inbox, automatic email forwarding might just be the game-changer you need. In this guide, we’ll walk you through everything you need to know about how to automatically forward emails in Outlook—whether you're on the web, desktop, or mobile.

Why Use Automatic Email Forwarding?

Stay Organized Across Accounts

If you’re managing more than one email address—say, a personal and a work account—forwarding ensures you don’t miss important messages. It’s like setting up a digital mailman to deliver your messages to one central hub.

Backup Important Emails

Need a backup of essential emails? Auto forwarding to another account acts as an insurance policy in case something goes wrong with your main inbox.

Collaborate with Teams Easily

You can forward emails from specific clients or projects directly to your team members. This keeps everyone in the loop without you manually sharing each message.

Prerequisites Before You Begin

Outlook Account Types Supported

Outlook’s auto-forwarding works across various account types like Outlook.com, Microsoft 365, and Exchange. But not all work the same way, especially with business accounts governed by admin policies.

Ensure Proper Permissions

If you're using a work or school account, your admin might have restricted forwarding. Check with your IT team before setting it up.

How to Automatically Forward Emails in Outlook Web App (OWA)

Let’s start with the Outlook Web App, which is pretty straightforward.

Step 1: Open Outlook on the Web

Visit Outlook.com and log in with your credentials.

Step 2: Go to Settings

Click the gear icon in the upper-right corner. A sidebar will open—scroll to the bottom and hit "View all Outlook settings".

Step 3: Access Mail > Forwarding

Navigate to Mail > Forwarding from the settings menu.

Step 4: Enable Forwarding and Add Address

Check the box that says "Enable forwarding", enter the destination email address, and choose whether to keep a copy in your inbox. Click Save and you’re done!

How to Forward Emails Automatically in Outlook Desktop App

The desktop app doesn’t have a dedicated "Forwarding" setting like the web version, but you can use Rules to do the job.

Step 1: Open Outlook and Go to Rules

Open the desktop app, go to the Home tab, and click Rules > Manage Rules & Alerts.

Step 2: Create New Rule

Click New Rule. Start from a blank rule or use a template like "Forward messages from someone".

Step 3: Choose Condition and Action

Select the conditions that trigger the rule (for example, sender’s address), then choose "Forward it to people or public group". Enter the destination email.

Step 4: Save and Apply Rule

Finish the rule, give it a name, and click Apply. Outlook will now forward any matching emails.

How to Stop Email Forwarding in Outlook

So, you’ve set up forwarding but now want to turn it off. No problem.

1. Disabling Forwarding from Web

Head back to Settings > Mail > Forwarding and uncheck "Enable forwarding". Don’t forget to hit Save.

2. Removing Rules from Desktop

Open Rules & Alerts, find the rule that forwards messages, and either disable or delete it.

Troubleshooting Common Issues

Forwarding Option Not Showing

If you can’t find the option, you might be using a work account restricted by admin policies. Reach out to your IT department.

Rules Not Working Properly

Double-check that your conditions are correctly set. Sometimes, rules won’t apply if the email doesn’t match the trigger exactly.

Conclusion

Auto-forwarding in Outlook is a handy way to streamline your workflow, especially if you're juggling multiple accounts or collaborating with others. Whether you're using the web version or desktop app, setting it up is surprisingly easy. Just be mindful of the potential privacy pitfalls, and always review your settings periodically. Happy forwarding!

Bonus Tip: Easy Way to Save Outlook Emails to Local or Cloud

If you're looking for the best way to save Outlook emails to your local drive or cloud storage, MultCloud is your go-to solution. This powerful web-based tool offers a seamless, secure, and user-friendly experience for backing up, archiving, or migrating your Outlook emails.

Whether you want to download important messages as PDFs to your computer or directly transfer them to cloud services like Google Drive, Dropbox, or OneDrive, MultCloud makes the entire process effortless. With just a few clicks, you can manage and safeguard your emails across multiple platforms—all in one place.