How to Set Up Automatic Email Forwarding in Outlook

To forward every incoming message automatically, open Outlook on the web or new Outlook, go to Settings > Mail > Forwarding, turn on forwarding, enter the destination address, and save. In classic Outlook for Windows, create a rule under File > Manage Rules & Alerts; the exact steps depend on which Outlook version you use.

Choose the Outlook version and forwarding method

Outlook offers two useful ways to send incoming mail elsewhere. The Forwarding setting sends all new messages to one address and is usually the simplest choice when you want every message delivered to another inbox. An inbox rule can be more selective: for example, it can forward only mail from a particular person, messages with a certain subject, or mail sent to a specific address.

First identify the Outlook you are using. New Outlook for Windows and Outlook on the web have a similar Settings interface. Classic Outlook for Windows has the traditional File tab and Rules & Alerts window. Outlook for Mac has its own rules interface. If you are not sure, look for a File tab: its presence usually indicates classic Outlook for Windows. For a Microsoft work or school account, your organization may restrict automatic forwarding, especially to addresses outside the organization.

Choose the Forwarding setting for a straightforward, account-wide handoff.
Choose a rule when forwarding should depend on the sender, recipient, subject, or another condition.
Use Outlook on the web if the desktop app is unavailable or you want to check the account’s server-based forwarding setting.

Turn on forwarding in new Outlook or Outlook on the web

These steps generally apply to Outlook on the web, including work or school mailboxes hosted by Microsoft 365, and to new Outlook for Windows. Labels can vary slightly as Microsoft updates the interface.

Open Outlook and select the Settings gear near the top of the window.
Select Mail, then Forwarding. If you do not see it immediately, use the settings search box to search for forwarding.
Turn on Enable forwarding or the similarly named forwarding switch.
Enter the complete email address that should receive the forwarded messages.
If you want messages to remain in the Outlook mailbox too, select Keep a copy of forwarded messages. Then select Save.

Send a test message to the Outlook address and confirm that it arrives at the destination. If you selected Keep a copy, check that the message remains in the original mailbox as well. That option is useful when the original inbox is still needed for searching, records, or access by another person. Without it, the forwarded copy may be the only copy left in that mailbox, depending on the account’s configuration.

Create an automatic forwarding rule in classic Outlook for Windows

Classic Outlook is useful when you need conditions, or when the account does not expose the simpler Forwarding setting. To create a rule that forwards every message, leave the conditions unselected. To forward only some messages, choose the appropriate condition during setup.

In Outlook, select File > Manage Rules & Alerts.
On the Email Rules tab, select New Rule.
Under Start from a blank rule, choose Apply rule on messages I receive, then select Next.
Select one or more conditions if needed. For all incoming messages, select none and choose Next. Confirm that the rule should apply to every message.
Under the actions, select either forward it to people or public group or redirect it to people or public group. Select the linked text in the lower pane, choose or enter the recipient, and confirm the selection.
Select Next to add any exceptions, such as excluding messages marked as important. Select Next again, name the rule, check Turn on this rule, and select Finish.
In the Rules and Alerts window, select Apply or OK to save the rule and close the window.

Rule names help when you return later to review what is running. A name such as Forward invoices to accounting is clearer than Rule 1. If you select no conditions, remember that the rule will act on all incoming messages, including newsletters, personal mail, and messages containing sensitive information.

Set up a rule in Outlook for Mac

On a current version of Outlook for Mac, open Settings, choose Mail, and select Rules. Add a rule, give it a recognizable name, and set the condition and action. To forward all incoming messages, configure the rule to match all messages if that option is offered, then choose the forwarding action and add the destination address. Save the rule and check that it is enabled.

Menus differ between new and older versions of Outlook for Mac. In older versions, rules may be under Outlook > Settings or Preferences > Rules, and some versions use Tools > Rules. If the rule controls are missing or the choices do not match these steps, use Outlook on the web for the mailbox’s forwarding setting, or update the app. A work account may also limit which rules can be created or where messages can be sent.

Understand what happens to forwarded messages

Automatic forwarding normally applies to new incoming messages after the setting or rule is enabled; it does not usually send the contents of your existing inbox to the new address. To transfer old mail, use an appropriate export, import, or manual forwarding method rather than expecting an automatic-forwarding switch to move it.

A forwarded message is a separate delivery to the destination mailbox. Depending on the method and account, the original message may also remain in Outlook, be redirected, or be affected by a rule action. Forwarded mail can include attachments and personal information from the original message, so the destination account matters. If the recipient mailbox rejects messages, is full, or has filtering rules of its own, delivery may fail or the message may land in junk mail.

Forwarding is also different from sharing a mailbox. It sends copies of messages to another address; it does not give that person permission to open the original mailbox, view its folders, or send mail as that account. For ongoing shared work, mailbox delegation or a shared mailbox may be a better fit, subject to the organization’s policies.

Forward versus redirect: which should you use?

In classic Outlook rules, the choice between forwarding and redirecting affects how the received message appears. With a forward action, Outlook sends a forwarded copy from your account. The destination can usually see that it was forwarded, and a reply may go to you. With redirect, the message is passed along with the original sender’s details preserved more closely, so it can appear to the recipient as mail from that sender. The exact presentation can depend on the mail system and how the message is delivered.

For example, if a customer emails you and you forward the message to a colleague, the colleague can see that you passed it on and may reply to you. If you redirect it, the colleague can more easily respond to the customer directly because the original sender is retained. Choose based on the intended conversation, and check your organization’s rules before redirecting business mail. The account-wide Forwarding setting does not necessarily offer the same choice of behavior as a classic Outlook rule.

Use conditions, exceptions, and multiple destinations carefully

Rules can make forwarding more precise. A small-business owner might forward messages sent to orders@example.com to an order-processing colleague, while leaving personal correspondence in the main inbox. A rule might match a sender, subject words, or a recipient address. In classic Outlook, conditions and exceptions are selected in the rule wizard; in web and new Outlook, the rule editor presents its own condition and action menus.

Before saving a selective rule, consider these details:

Check whether the condition matches the actual incoming mail. A subject-based condition can stop matching if the subject changes.
Review exceptions so that important or confidential messages are not sent to the wrong place.
Do not assume that entering several addresses in one field will create separate recipients. Use the recipient picker or add recipients in the way the interface supports.
Look for overlapping rules. Another rule may move, delete, or redirect a message before you notice it in the expected folder.

Start with one destination and one clearly defined condition when possible. After testing, add complexity only if it solves a real need.

Security, privacy, and work-account restrictions

Automatic forwarding can expose more information than intended. A rule that forwards all mail may send password-reset notices, personal correspondence, invoices, or confidential files to an account you do not control. Forward only to an address you trust and are authorized to use. If the purpose is temporary coverage, set a reminder to turn forwarding off when that coverage ends.

Organizations often restrict automatic forwarding to external addresses to reduce data loss and account misuse. If Outlook displays a warning, refuses to save the setting, or the rule appears to work only for internal recipients, contact your Microsoft 365 administrator. Do not try to bypass a company policy by creating another forwarding route. Administrators may also be able to review or block external forwarding, so ask about approved alternatives such as delegation or a shared mailbox.

For a personal account, protect both the Outlook account and the destination account with strong, unique passwords and available multi-factor authentication. Forwarding does not itself grant access to sign in, but anyone with access to the destination inbox can read the copies that arrive there.

Test, troubleshoot, and turn forwarding off

If forwarding does not appear to work, send a new test message after saving the setting. Check the destination’s Inbox and Junk Email folder, verify the address for typos, and confirm that the rule is enabled. Also check whether a condition accidentally excludes the test message or an exception prevents it from matching. A rule may not handle messages that were already in the mailbox before it was created.

Classic Outlook rules can be server-side or client-only. A server-side rule runs on the mail service even when Outlook is closed. A client-only rule depends on classic Outlook running and connected, often because it uses an action or condition that the server cannot process. If a rule is marked client-only, keep Outlook open when it needs to run or recreate the rule using supported server-side conditions and actions. The account type and rule design determine what is possible.

To stop forwarding, return to Settings > Mail > Forwarding in new Outlook or Outlook on the web, turn the feature off, and save. In classic Outlook for Windows, open File > Manage Rules & Alerts, clear the checkbox beside the relevant rule or delete it, and apply the change. On Mac, disable or remove the rule under the Rules settings. If you used both a forwarding setting and a rule, check both places; turning off one does not necessarily disable the other.

Frequently Asked Questions

Can Outlook forward every email automatically?
Yes. Use the Forwarding setting in Outlook on the web or new Outlook, or create a rule with no conditions in classic Outlook. Check whether you want to keep a copy in the original mailbox.

Can I forward only messages from one person?
Yes. Create an inbox rule, set the sender as a condition, and choose a forwarding action. Send a test message from that person or use a message that meets the condition to confirm the rule works.

Does Outlook forward messages when my computer is off?
The account-level Forwarding setting and server-side rules normally work without your computer running. A client-only rule in classic Outlook may require Outlook to be open and connected.

Why can’t I forward work email to my personal address?
Your organization may block external automatic forwarding to protect company data. Ask the Microsoft 365 administrator which approved options are available; do not try to work around the restriction.

Will automatic forwarding send my old messages too?
No. It is intended for new incoming messages after it is enabled. Existing messages generally need to be transferred or forwarded separately.

How do I make forwarded messages stay in Outlook?
When using the Forwarding setting, select Keep a copy of forwarded messages if that option is available. With a rule, review its actions and test the result, since rule behavior and available options vary by Outlook version and account.

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