How to Set Up Automatic Email Forwarding in Outlook

To automatically send incoming Outlook messages to another address, open Outlook on the web or new Outlook, go to Settings (the gear icon) > Mail > Forwarding, turn on forwarding, enter the destination address, choose whether to keep a copy, and save. You can also create a forwarding rule in classic Outlook for Windows. Before you start, confirm you are allowed to forward messages to that address; workplace or school administrators may block forwarding, especially to external accounts.

What You’ll Need

Access to the Outlook mailbox you want to forward, with permission to change its settings or manage its rules.
The complete email address that should receive the forwarded messages. Check the spelling carefully.
A browser or an Outlook app connected to the internet. Outlook on the web and new Outlook use a simple forwarding setting; classic Outlook for Windows uses rules.
If this is a work or school mailbox, permission from your organization if required. Your Microsoft 365 administrator may need to allow automatic external forwarding.

Step-by-Step

Choose the Outlook version you are using. The quickest method is Outlook on the web or new Outlook for Windows. In a browser, sign in to Outlook with the account that will forward mail. In new Outlook, open the app and select the correct mailbox. The setting applies to that mailbox, not automatically to every account you have added.
Open the forwarding setting. Select the gear icon at the top of the Outlook window. In the Settings pane, choose Mail, then Forwarding. If the pane is narrow, use its search box and search for Forwarding. In some layouts, you may need to select View all Outlook settings before choosing Mail and Forwarding.
Turn forwarding on and enter the destination. Select the option to enable forwarding, then type the full email address that should receive incoming messages. Read the address back before continuing. A small spelling error can send private messages to the wrong person or cause delivery failures.
Decide whether to keep a copy in Outlook. Turn on the option labeled Keep a copy of forwarded messages if you want the original messages to remain in the Outlook mailbox. If you leave it off, messages may no longer be available in the inbox in the usual way, depending on the mailbox service and setting. Keeping a copy is usually the safer choice when you still need to search, reply from, or archive the original mailbox.
Save, then confirm the setting. Select Save if it appears. Reopen the Forwarding page or return to it after saving and check that the switch remains on and the destination address is correct. Some versions save changes immediately, while others show an explicit Save button.
Send a test message. From a different email account, send a simple message to the Outlook address. Check the destination inbox and its junk or spam folder. Also check the original Outlook mailbox if you chose to keep copies. Allow a few minutes for delivery, and do not test with confidential information.
For classic Outlook for Windows, create a rule instead. Open Outlook, select File > Manage Rules & Alerts, then choose New Rule. Under Start from a blank rule, select Apply rule on messages I receive, then select Next. To forward every incoming message, leave the conditions unchecked. Outlook will warn that the rule applies to every message; confirm only if that is what you intend.
Choose the forwarding action in the classic rule wizard. Select forward it to people or public group in the actions list. In the lower rule description, select the underlined people or public group link, enter or choose the destination address, and confirm it. Select Next, add exceptions only if you genuinely need them, and select Next again.
Name and finish the classic rule. Give the rule a clear name, such as Forward new mail to my team inbox. Review the options to run the rule on messages already in the Inbox and to turn the rule on, then choose Finish and Apply if prompted. Send a test message. If the rule is marked as client-only, classic Outlook may need to be open and connected for it to run.

Outlook for Mac: Menu names vary by Outlook version. In new Outlook for Mac, open Outlook > Settings (or Outlook > Preferences in some versions), choose Mail, then look for Forwarding. If that setting is not available for your account, use Outlook on the web. In classic Outlook for Mac, use Tools > Rules to make a rule; the available rule options can differ by account type. The browser method is a useful alternative because it does not depend on the desktop app staying open.

Common Mistakes

Using the wrong mailbox. If Outlook has several accounts, check the account name or address before changing settings. A forwarding switch or rule affects only the mailbox in which you created it.
Forgetting to save. Entering an address does not always enable forwarding by itself. Check that the setting remains enabled after leaving and returning to the page.
Assuming forwarding applies retroactively. Automatic forwarding normally handles new incoming messages after it is enabled. It does not automatically send messages already sitting in the Inbox. Use a separate rule option to process existing messages if your Outlook version offers it, or forward selected older messages manually.
Creating two forwarding methods unintentionally. A mailbox-level forwarding setting and an Outlook rule can both send copies. That can create duplicate messages. If you see duplicates, review both the Forwarding setting and the Rules page, and keep only the method you need.
Confusing forwarding with redirecting. A forwarded message is sent on by your mailbox and may show that it was forwarded; replies generally go to the forwarding address or the person who forwarded it, depending on the message and recipient’s reply action. A redirect rule is designed to preserve the original sender as the sender. Use redirect only when that behavior is required and available in your Outlook version.
Forwarding work or school mail to a personal account without checking policy. Organizations may block this for security or compliance reasons. Do not try to bypass a restriction; ask your administrator what approved option to use.

Tips

Keep a copy if you rely on the original mailbox. This makes it easier to find messages later, respond from the correct address, and retain a record. Check that the mailbox has enough storage, particularly if you receive many large attachments.
Limit forwarding to what is necessary. If you only need certain messages forwarded, create a rule with conditions such as a particular sender or subject instead of forwarding everything. In classic Outlook, choose the relevant conditions in the rule wizard before selecting the forwarding action. Review each condition carefully so important messages are not excluded.
Use a destination you control. Confirm that you can sign in to the destination mailbox and that its storage is not full. If it is a group or shared inbox, confirm that the intended recipients can access it.
Check how replies should work. If you need replies to come back to the original sender, a standard forward may not provide the behavior you expect. Consider a redirect rule where available, or share the mailbox with the recipient using your organization’s approved method.
Document temporary forwarding. If forwarding is for a holiday, project, or handover, note when it should end. Set a reminder to disable the setting or remove the rule when it is no longer needed.
Protect sensitive information. Forwarding copies messages and attachments to another mailbox, potentially outside your organization’s controls. Use an approved destination and avoid forwarding confidential mail to an account that is not authorized to receive it.

Troubleshooting

No messages arrive at the destination: First verify the destination address and make sure forwarding is still switched on or the rule is enabled. Send a fresh test from a separate account, then check the destination’s junk, spam, quarantine, and focused or other inbox tabs. Confirm that the original Outlook account is receiving the test message. If it is a work or school mailbox, ask the Microsoft 365 administrator whether outbound automatic forwarding is disabled or whether a mail-flow policy is blocking that recipient.

Only some messages are forwarded: Review any conditions and exceptions on the rule. A condition for a sender, subject, or recipient can exclude messages that do not match exactly. Also check whether another rule moves, deletes, or stops processing messages before the forwarding rule runs. In classic Outlook, open File > Manage Rules & Alerts and inspect the rule order and options.

Messages arrive twice: Look for both mailbox-level forwarding and a forwarding rule that point to the same destination. Also check whether the destination itself forwards messages onward or whether a group distributes them through multiple routes. Disable one duplicate route, then send another test message.

Outlook says forwarding is blocked: For a managed work or school account, automatic external forwarding may be disabled by organizational policy. Contact the help desk or administrator and explain the business need and destination. They can tell you whether an exception, shared mailbox, approved distribution group, or another managed method is appropriate. A personal Outlook setting cannot override an administrator’s mail-flow controls.

A classic Outlook rule works only while the app is open: Open the rule details and look for an indication that it is client-only. Certain actions or conditions depend on the desktop app and cannot run on the mail server when Outlook is closed. If the rule uses a client-only feature, simplify it if possible or create forwarding through Outlook on the web instead. For work accounts, verify the change with your administrator if server-side rules are restricted.

You cannot find the setting: Confirm that you are signed in to Outlook on the web or new Outlook and have opened the correct mailbox. Settings differ between app versions, and some account types expose different options. Try Outlook on the web in a browser. If the option is absent or disabled for a managed mailbox, ask the administrator rather than repeatedly changing unrelated settings.

Frequently Asked Questions

Does Outlook automatically forward messages when my computer is off?
Mailbox-level forwarding in Outlook on the web or new Outlook is handled by the mail service, so your computer generally does not need to stay on. Some classic Outlook rules are client-only and may require Outlook to be open and connected.

Will enabling forwarding send messages already in my Inbox?
No. It normally forwards messages received after the setting or rule is active. To send older messages, forward them manually or use an available rule option to run a rule on existing messages.

Can I forward only messages from one person?
Yes. Create a rule with a sender condition and a forwarding action. In classic Outlook for Windows, use File > Manage Rules & Alerts > New Rule, choose the sender condition, then add the forwarding action. Review a test message to confirm the condition behaves as intended.

Can I forward Outlook mail to Gmail?
Usually, you can enter a Gmail address as the destination, but a work or school administrator may block forwarding outside the organization. Check the policy first, then test delivery and the Gmail spam folder.

How do I stop automatic forwarding?
In Outlook on the web or new Outlook, return to Settings > Mail > Forwarding, switch forwarding off, and save if prompted. In classic Outlook, open File > Manage Rules & Alerts, clear the forwarding rule or delete it, and select Apply.

Does forwarding preserve the original sender?
A standard forward may appear as a message forwarded by your account. A redirect rule is the option intended to preserve the original sender, when your Outlook version and organization allow it. Choose based on how recipients need to reply and identify the message.

Try it: the Date Difference Calculator: days, months, years and weekdays between two dates, with the DATEDIF formulas.

More in How-to basics

Sources: Function behaviour and menu paths: Microsoft Support documentation for Excel. Method & sources

Spotted an error in this guide? Let us know.