How to Auto Forward Emails in Outlook

To auto forward every new message in Outlook, open Settings, go to Mail > Forwarding, turn on forwarding, enter the destination address, and save. If you want to forward only certain messages, create a rule instead. The exact route depends on whether you use Outlook on the web, new Outlook for Windows, or classic Outlook.

What You’ll Need

Access to the Outlook account that will send the forwarded messages.
The full email address where you want messages delivered. If it is a work or school account, your organization may block automatic forwarding, especially to addresses outside the organization.
A way to check the destination inbox. Send a test message after setup so you can confirm delivery and look for any verification request.

Step-by-Step

Choose whether to forward everything or just selected messages. Outlook’s forwarding setting is the simplest choice when every incoming message should go to the same destination. For example, you might forward a personal mailbox to an account you check more often while you are away. If you only need messages from a particular person, about a certain project, or with a particular subject, use a rule instead. This choice matters: forwarding everything can expose unrelated personal or business information.
Open the right Outlook version. For Outlook on the web, sign in to your Microsoft 365 work or school mailbox or Outlook.com account in a browser. In new Outlook for Windows, open the app and select the Settings gear in the upper-right corner. The forwarding control is in the mail settings in both experiences. Classic Outlook for Windows has a different desktop interface and generally uses rules for this task; its steps are described later. If your account is managed by an organization, settings may be hidden or restricted by an administrator.
Open the forwarding setting. In Outlook on the web or new Outlook, select Settings, then Mail, then Forwarding. If the Settings panel is narrow, you may need to select View all Outlook settings before choosing Mail. Check that you are changing settings for the correct mailbox, particularly if Outlook has more than one account connected. Do not confuse forwarding with automatic replies: automatic replies send a response to people who contact you, while forwarding sends incoming messages to another inbox.
Turn forwarding on and enter the destination address. Select Enable forwarding or the equivalent forwarding switch, then type the complete email address that should receive copies. Read the address carefully for spelling errors, missing characters, and the correct domain. If Outlook offers a contact suggestion, verify that it is the intended person rather than simply accepting the first result. Some accounts may ask you to confirm the destination or may require an administrator to approve external forwarding.
Decide whether to keep a copy in the Outlook mailbox. Select Keep a copy of forwarded messages, or the similarly named option, if you want the original message to remain in this mailbox as well as being sent onward. Keeping a copy is useful when you still need to search, organize, or reply from the original account. Leaving it off can help avoid a full mailbox, but it means you may rely on the destination inbox for access to the forwarded message. This option does not make forwarding a backup: deletion, retention rules, or account access changes can still affect the original.
Save the setting. Select Save at the bottom of the Forwarding page if it is shown. Wait for Outlook to confirm the change before closing Settings. If you navigate away without saving, forwarding may not be enabled. Return to Mail > Forwarding and check that the switch remains on and the destination address is still present.
Send a test message and inspect the result. From a different email account, send a brief message to the Outlook address. Check the destination inbox, its junk or spam folder, and any focused or other inbox tabs. Confirm that the expected message arrived and that the original mailbox behaves as intended depending on the keep-a-copy choice. A test from the same account may not reliably show how messages from other senders are handled.
For selected messages, create a rule in Outlook on the web or new Outlook. Open Settings > Mail > Rules and select Add new rule. Give it a recognizable name, choose a condition such as a sender or subject, then add an action that forwards the message to the destination address. Add any other conditions you need, review whether the rule should stop processing more rules, and save it. Rule options can vary by account and app version. Test with a message that matches the condition and another that does not, so you know the rule is neither too broad nor too narrow.
For classic Outlook for Windows, create a forwarding rule. Select Home > Rules > Manage Rules & Alerts, then select New Rule. Choose Apply rule on messages I receive and select Next. Add the conditions, or leave them blank if the rule should apply to all incoming messages and confirm the prompt. On the action screen, select forward it to people or public group, then choose the destination from the address book or enter it. Finish the wizard and ensure the rule is checked in the rules list. Menu wording can differ slightly between classic Outlook versions.
Check whether the classic rule runs on the server. Some classic Outlook rules work only while the desktop app is running, for example when a rule depends on a feature that is available only on that computer. Outlook may identify a rule as client-only in Manage Rules & Alerts. If the computer is shut down or Outlook is closed, that rule may not run. For reliable forwarding while your computer is off, prefer the mailbox’s web forwarding setting or a server-side rule, if your account and administrator allow it.

Common Mistakes

A frequent mistake is setting up an automatic reply instead of forwarding. The two features are separate: an automatic reply sends a response to the sender, while forwarding delivers the original incoming message to another address. Another common problem is enabling forwarding but forgetting to save, or entering an address with a small typo. Reopen the setting after saving and verify the full destination address.

People also sometimes expect a forwarding rule to apply retroactively. Forwarding normally applies to new incoming messages after the setting or rule is active; it does not automatically send all messages already stored in the mailbox. To share older mail, use a deliberate manual process that follows your organization’s privacy and security rules.

Do not assume that leaving Keep a copy turned on prevents every delivery or storage issue. It creates a copy in the original mailbox, but it does not guarantee that either mailbox will retain messages indefinitely. Likewise, do not assume that a classic Outlook rule works when the computer is off. Check whether the rule is server-side, or use the web setting when you need processing independent of the desktop app.

Finally, avoid forwarding sensitive work, customer, financial, or personal information to an account that is not approved for it. Your organization may prohibit external forwarding for security or compliance reasons. Ask your IT administrator before routing work email to a personal mailbox.

Tips

Use a rule for a narrow purpose. If you only want invoices, messages from a specific sender, or mail with a project label in the subject, set conditions that identify those messages rather than forwarding the entire mailbox. Combine conditions carefully and test both a match and a non-match.
Keep a copy when you still use the original mailbox. This makes it easier to search the source account, see the message in its original conversation, and reply from the right address. If you choose not to keep copies, check storage and retention needs before relying exclusively on the destination mailbox.
Use a destination you can access securely. Forwarding sends a continuing stream of mail to another account, so check who can access that account and whether it has strong sign-in protection. For work accounts, use only destinations permitted by your organization.
Document temporary forwarding. If the change is for a holiday, leave, or short project, note when it should end. Outlook forwarding may stay enabled until you turn it off; it does not necessarily expire automatically.
Check the sender and message details before replying. A forwarded message may appear as a message forwarded by your Outlook account, and the conversation context can differ from the original. If you need the recipient to reply directly to the original sender, consider whether forwarding or a redirect-style rule is more appropriate. Availability and behavior depend on the account and Outlook version.

Troubleshooting

Messages are not arriving at the destination: Confirm that forwarding is enabled, the address is correct, and the setting was saved. Send a new test message, then check junk mail, quarantine, and inbox sorting at the destination. Also check that the destination mailbox is not full and can receive mail. Some organizations block automatic forwarding to external addresses; if you see a warning or the setting is unavailable, ask the administrator rather than trying to bypass the restriction.

Only some messages are forwarded: If you created a rule, inspect its conditions, exceptions, and rule order. A condition based on the subject may not match messages whose subject changes, and an exception can exclude mail unexpectedly. In classic Outlook, confirm whether the rule is enabled and whether it is client-only. If the rule applies to selected messages, test one message that meets every condition and one that should not match.

The messages appear in Outlook but not in the other inbox: Check the destination account’s junk folder and blocked-sender settings. Ask the destination provider or administrator whether messages from your Outlook account are being quarantined. If you are forwarding to another work mailbox, its own mail-flow rules may move or reject the messages.

The forwarding controls are missing or disabled: Make sure you are signed in to the correct account and open Mail settings rather than calendar or general settings. A work or school administrator can disable forwarding, and some account types do not expose the same controls. Contact your organization’s help desk with the account type, Outlook version, and any error message.

A classic Outlook rule stops when Outlook closes: Look for a client-only indication in Manage Rules & Alerts. If the rule needs Outlook to stay open, switch to web forwarding or recreate it as a server-side rule using supported conditions, if permitted. Do not rely on leaving a computer running as a workaround for a policy restriction.

Duplicate messages arrive: You may have both mailbox-wide forwarding and a rule forwarding the same messages, or multiple rules may match. Temporarily review the Forwarding page and the rules list, then disable the duplicate route and send another test. Keep a note of which forwarding method you retain.

Frequently Asked Questions

Can I auto forward only emails from one person?
Yes. Create a rule and set the sender as a condition, then add the forwarding action. Use a test message from that person and a message from someone else to confirm the rule behaves as intended.

Will Outlook forward messages when my computer is off?
The mailbox forwarding setting in Outlook on the web or new Outlook is handled by the mailbox, so it does not depend on your desktop computer being open. Some classic Outlook rules are client-only and may require Outlook to be running.

Can I keep the forwarded email in my Outlook inbox?
Yes. When using the mailbox-wide forwarding option, select Keep a copy of forwarded messages. Rules and account types may offer different controls, so check the options shown for your version.

Does auto forwarding send old emails too?
No. It generally forwards messages received after you turn it on or create the rule. Existing messages are not automatically sent; forward them separately if you are authorized to share them.

Can my company prevent auto forwarding?
Yes. Administrators can restrict forwarding, particularly to external addresses, to protect organizational information. If a setting is blocked or messages are rejected, contact IT for an approved option.

How do I stop automatic forwarding?
In Outlook on the web or new Outlook, return to Settings > Mail > Forwarding and turn forwarding off, then save. For a rule, open Mail > Rules and disable or delete it. In classic Outlook for Windows, go to Home > Rules > Manage Rules & Alerts and clear or remove the relevant rule.

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