How to Set Up Auto Forward in Outlook 365

To automatically forward new messages in Outlook 365, open Outlook on the web, go to Settings > Mail > Forwarding, turn on forwarding, enter the destination email address, choose whether to keep a copy, and select Save. If your organization blocks forwarding or you need to forward only certain messages, use an inbox rule or ask your Microsoft 365 administrator for help.

What You’ll Need

An Outlook 365 account and access to its mailbox. The steps below are for a Microsoft 365 work or school account; your organization may change which settings are available.
The complete email address that should receive forwarded messages. Make sure you can access that mailbox and have permission to send work or confidential messages there.
A browser or Outlook app. Outlook on the web is often the simplest option because mailbox forwarding is handled online and does not depend on your computer being open.
If you want to use an Outlook rule, access to the account in Outlook for Windows or Mac. Some organizations restrict rules or automatic forwarding, particularly to addresses outside the organization.

Step-by-Step

Choose whether to forward everything or only selected messages. Use the mailbox Forwarding setting to send all new incoming mail to one address. Choose an inbox rule if you want to forward messages only from a particular sender, with certain words in the subject, or meeting another condition. Avoid creating both methods for the same messages unless you specifically want duplicates.
Open the mailbox in Outlook on the web. Sign in to your Microsoft 365 work or school account in a browser and open Outlook. If you have more than one account, check the profile or account name so you change forwarding for the correct mailbox. This setting applies to that mailbox, not automatically to every account you use in Outlook.
Open the forwarding setting. Select the gear-shaped Settings button near the top of Outlook. In the settings panel, select Mail, then Forwarding. If you do not see Forwarding, select View all Outlook settings first, then open Mail and Forwarding. The layout can vary slightly as Microsoft updates Outlook.
Turn forwarding on and enter the destination. Select the option to enable forwarding, then type the full email address that should receive messages. Check spelling carefully, especially the part after the @ sign. If Outlook offers an address suggestion, verify that it is the intended person or mailbox rather than selecting a similar-looking contact by mistake.
Decide whether to keep a copy in Outlook. Select Keep a copy of forwarded messages if you also want the original incoming messages to remain in this mailbox. This is usually useful if you still check the mailbox, need its history, or want to search for older messages later. If you leave the option off, do not assume the forwarded mail will remain available in the original mailbox; confirm the wording in your version of Outlook before saving.
Save the change. Select Save in the settings panel. Do not close the panel before saving. The forwarding setting generally applies to new incoming messages after it is enabled; it does not send messages that arrived before you turned it on.
Send a test message. From a different email account, send a simple test message to the Outlook 365 address. Check the destination inbox and its Junk or Spam folder. If you chose to keep a copy, also check the original Outlook mailbox. Allow a short time for delivery, and test with an ordinary message rather than confidential information.
Use a rule when forwarding should depend on the message. In classic Outlook for Windows, select File > Manage Rules & Alerts > New Rule. Under Start from a blank rule, choose Apply rule on messages I receive, then select Next. Select the conditions you need, such as messages from a specific person, and select Next. To apply the rule to every incoming message instead, leave all conditions unchecked and confirm that you intend to apply it to all messages when Outlook asks.
Set the rule’s forwarding action and save it. Select the action forward it to people or public group (wording may vary slightly), then select the underlined people or group link and enter or select the recipient. Select Next to add any exceptions, such as excluding messages marked as important, if needed. Give the rule a recognizable name, check that Turn on this rule is selected, and choose Finish and Apply. In Outlook for Mac, current versions generally place rule controls under Outlook > Settings > Rules; older versions may use Tools > Rules. If the menus differ, use Outlook on the web for the mailbox-wide setting instead.
Check how the rule handles replies. A rule that forwards a message usually sends it as a forwarded message from your mailbox. If you want the destination recipient to see the original sender as the sender and reply directly to that person, look for a redirect action where available. Forward and redirect are not interchangeable: a redirected message retains more of the original sender identity, while a forwarded message is sent on by you.
Review or turn off forwarding later. To stop mailbox-wide forwarding, return to Settings > Mail > Forwarding, switch forwarding off, and select Save. To stop a rule, open the rules list and clear its enabled checkbox or delete the rule. If a rule is set up on a particular computer and does not run when Outlook is closed, review its conditions and actions; some rules are client-only and require Outlook to be running.

Common Mistakes

Using the wrong mailbox. Outlook can show several work, school, and personal accounts at once. A forwarding change only affects the mailbox whose settings you opened, so check the account before saving.
Forgetting to save. Entering an address is not enough if you leave the settings panel without selecting Save. Return to Forwarding and confirm the enabled setting and address are still present.
Expecting old messages to be forwarded. Automatic forwarding is for messages arriving after the setting or rule is active. It is not a bulk-transfer tool for mail already in the Inbox.
Creating duplicate forwarding. A mailbox-wide forwarding setting and a rule can both send the same message onward. If recipients report duplicates, check both the Forwarding page and the Rules list.
Assuming external addresses are always allowed. A Microsoft 365 administrator can block automatic forwarding outside the organization for security reasons. Trying a different rule or repeatedly changing the destination will not override that policy.
Confusing forward with redirect. A forwarded message appears as a message sent by your account, while a redirected message is designed to preserve the original sender. Choose based on how you want recipients to reply and identify the source.
Forgetting privacy and mailbox space. Forwarding work mail to a personal account may expose information or break company policy. Keeping copies also means the original mailbox continues to store messages and may still use its storage quota.

Tips

Start with a small test. Send a non-sensitive message and check the destination before relying on forwarding for time-sensitive mail. Test a message that meets any rule conditions as well as one that should not match.
Use a rule for a narrow purpose. If only invoices, messages from a manager, or mail with a specific subject should be forwarded, add only the necessary conditions and verify the rule against examples. Broad conditions can forward more than intended.
Keep the original mailbox usable. Retaining a copy is helpful when you need the original mailbox for search, records, or continuity. If you do not want copies, confirm what happens to the original messages and make sure that matches your retention needs.
Prefer an approved shared mailbox or team process for work. Forwarding is convenient for temporary coverage, but it may not be the right long-term approach for business records or shared responsibilities. Ask your administrator about approved delegation or shared-mailbox access.
Record the change if it is temporary. Note the destination and the date you intend to turn forwarding off. This helps prevent messages from continuing to go to an old address after a leave, project, or handover ends.

Troubleshooting

The Forwarding option is missing or cannot be changed: Confirm you opened the correct mailbox and selected View all Outlook settings > Mail > Forwarding. If the control is still missing, disabled, or reverts after saving, your organization may have disabled forwarding or limited who can configure it. Contact your Microsoft 365 administrator rather than trying to bypass the restriction.
No message reaches the destination: Recheck the spelling of the address and confirm forwarding is switched on. Send a fresh test message to the original Outlook address, then check the destination’s Junk or Spam folder, quarantine, and any inbox rules that might move the message. Ask the destination provider or administrator whether messages from your organization are being filtered.
Internal mail forwards but external mail does not: This commonly points to an organizational security policy. Microsoft 365 administrators can restrict automatic external forwarding through mail-flow or outbound-spam settings. Ask the administrator to check the policy and whether an approved exception is possible; only the administrator can authorize a change.
A rule forwards the wrong messages or none at all: Open the rule list and inspect every condition, exception, and recipient. Conditions are often combined, so a rule with several conditions may match fewer messages than expected. Test with a message that clearly satisfies the conditions. Also check that the rule is enabled and that it is configured for the mailbox receiving the messages.
Forwarding works only while Outlook is open: The rule may include a condition or action that runs only in the Outlook desktop app, or the account may not support server-side processing for that rule. Simplify the rule or use the mailbox-wide forwarding setting in Outlook on the web if all messages should be forwarded. For a work account, check with the administrator if the web setting is unavailable.
The recipient gets two copies: Check whether both the Forwarding setting and a rule send messages to the same address. Also inspect other rules on the receiving mailbox. Disable one forwarding method, save, and send another test message to confirm the duplicate has stopped.

Frequently Asked Questions

Does Outlook 365 forward messages when my computer is off?
Mailbox forwarding configured in Outlook on the web is normally handled by the mailbox service, so your computer does not need to stay on. A desktop rule that depends on Outlook may require the app to be running. If in doubt, test it with Outlook closed.

Will auto-forwarding send messages that are already in my Inbox?
No. The setting or rule applies to incoming messages after it is enabled. To move or send existing messages, use a separate process, such as selecting and forwarding them manually, subject to your organization’s policies.

Can I forward only messages from one person?
Yes. Create an inbox rule and set a sender condition, then choose the forwarding action and recipient. Test it with a message from that sender and check that unrelated messages are not forwarded. If you do not see rule controls, ask your administrator about the available options.

Can I automatically forward mail to a personal email address?
It depends on your organization’s security settings and policies. External automatic forwarding may be blocked to protect company data. Do not use a personal address for work mail unless your organization permits it.

Can I forward to more than one address?
Outlook rules may allow you to select multiple recipients, depending on the interface and organization settings. The mailbox-wide Forwarding field is generally intended for a destination address. If you need multiple recipients, use an approved rule or distribution group and confirm that sharing the messages is permitted.

What is the difference between forwarding and redirecting?
Forwarding sends the message on from your account, so it may appear to come from you. Redirecting is intended to preserve the original sender information, allowing the recipient to identify and reply to the original sender more directly. The available actions depend on your Outlook version and account policies.

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