How to Set Up Auto Forwarding in Microsoft Outlook

To automatically send incoming Outlook email to another address, open Settings > Mail > Forwarding in Outlook on the web or new Outlook, turn on forwarding, enter the destination address, and save. In classic Outlook for Windows, create a rule that forwards incoming messages. The right method depends on your Outlook version and account, and a work or school organization may restrict forwarding.

What You’ll Need

Access to the Outlook mailbox you want to forward from.
The full email address where you want messages sent. Check that it is spelled correctly and that you can access that inbox.
A web browser or Outlook app. The web method works for many Microsoft 365 work or school accounts and Outlook.com accounts; classic Outlook for Windows has a separate rule-based method.
If this is a work or school mailbox, permission to forward externally. Your organization may block automatic forwarding to addresses outside its system.

Step-by-Step

Choose the Outlook version you are using. If you use Outlook in a browser, or the new Outlook app for Windows, start with the forwarding setting below. The new Outlook app uses the same general settings layout as Outlook on the web. If you use classic Outlook for Windows, use the rule instructions in step 5. If you are unsure which Windows app you have, look for a New Outlook switch or label; the older desktop program is usually called classic Outlook.
Open the forwarding setting in Outlook on the web or new Outlook. Sign in to the mailbox you want to forward. Select the Settings gear near the top of the page, then choose Mail > Forwarding. In some layouts, you may need to select View all Outlook settings after opening the gear before you can choose Mail. Make sure you are changing settings for the correct account if you have multiple mailboxes open.
Turn on forwarding and enter the destination. Select Enable forwarding or the equivalent forwarding switch, then type the complete email address that should receive new messages. Take care not to add a space or mistype the domain. If Outlook offers an option to keep a copy of forwarded messages in this mailbox, choose it if you want the original mailbox to retain them. Leave it off only if you deliberately want forwarded messages not to remain there.
Save and test the setting. Select Save if the page displays a Save button. Send a test message to the Outlook address from a different account, then check the destination inbox and its Junk or Spam folder. Forwarding usually applies to messages that arrive after the setting is enabled; do not assume it will resend older mail already in the mailbox. If the message does not arrive after a few minutes, follow the troubleshooting section below.
In classic Outlook for Windows, start a rule. Open classic Outlook and select File > Manage Rules & Alerts > New Rule. Under Start from a blank rule, choose Apply rule on messages I receive, then select Next. This creates an inbox rule, rather than switching on the mailbox-wide forwarding setting used in the web app. If you want to forward only certain email, select conditions such as messages from a particular sender before continuing.
Set the rule to forward messages. To forward every incoming message, leave the conditions unchecked and select Next. Outlook will warn that the rule applies to every message; confirm that is what you intend. In the list of actions, select forward it to people or public group. Select the underlined people or public group link, enter or choose the destination address, confirm it, and select Next. For a rule that only forwards selected messages, configure the conditions instead of making it apply to everything.
Review exceptions, name the rule, and finish. Add exceptions only if you need them, such as excluding messages with a particular subject. Select Next, give the rule a clear name such as Forward incoming mail, and check Turn on this rule. Choose Finish, then Apply and OK if those buttons appear. Send a test message to confirm the rule works. If you want to stop forwarding later, return to Manage Rules & Alerts and clear or delete the rule.

In classic Outlook, some rules run on Microsoft’s mail server, while others require Outlook to be open. A rule that forwards ordinary incoming messages can often run on the server, but conditions or actions that rely on your computer may make a rule client-only. Outlook may identify a client-only rule in the rules list. If you need forwarding to continue while your computer is off, use the web forwarding setting where available, or check whether the rule is marked to run only on this computer.

Common Mistakes

Setting up forwarding in the wrong mailbox. If you have several accounts or shared mailboxes open, check the account name before saving the setting. Forwarding is configured for a particular mailbox, not automatically for every account in Outlook.
Forgetting to save or enable the feature. Entering an address is not enough if the forwarding switch is off or you leave the page without selecting Save. Reopen the setting to confirm it remains enabled.
Assuming old messages will be forwarded. Automatic forwarding normally handles new incoming messages, not messages already in the Inbox. For older email, forward it manually or use an appropriate mailbox export or migration process.
Creating a rule with no conditions by accident. In classic Outlook, leaving all conditions blank means the rule can apply to every incoming message. Read the warning before confirming, and add a condition if only specific messages should be forwarded.
Forwarding sensitive mail to an unsuitable account. Forwarding can move confidential information outside your organization’s controls. Confirm that the destination is approved and that you are allowed to forward those messages.
Expecting an external recipient to receive every message. A company policy, spam filter, or recipient’s mail system may block automatic forwarding. A successful save does not prove that every forwarded message will be delivered.

Tips

Choose whether to keep a copy deliberately. Keeping a copy makes the Outlook mailbox useful as an archive and lets you find messages if forwarding stops. It also uses mailbox storage and means the same message exists in two places. If you do not keep a copy, the forwarded destination may become the only convenient place to find it.
Consider a rule for selective forwarding. The web forwarding setting generally sends all new messages to one address. A rule is more useful when you want to forward only messages from a certain sender, messages with a particular subject, or other messages that match conditions. Review the rule afterward to make sure the chosen conditions match your actual need.
Use a test message that resembles real mail. Check a normal message and, if relevant, one that should match a selective rule. Look at the sender, subject, and destination inbox. This can reveal a typo or a condition that is too narrow before you rely on forwarding.
Document the setup for shared or business workflows. Note which mailbox forwards, the destination, and who is responsible for reviewing it. This helps prevent a forwarding rule from being forgotten when a temporary arrangement ends or a team member changes roles.
Review the setting periodically. Confirm the destination is still active and authorized, especially after a role change or when forwarding was set up temporarily. Remove the setting when it is no longer needed.

Troubleshooting

The forwarding option is missing or disabled. First confirm you are signed in to the mailbox you intend to change and open Settings > Mail > Forwarding. A work or school administrator may have disabled forwarding, particularly to external addresses. Contact your IT administrator to ask whether forwarding is allowed and whether they can approve the destination. Do not try to work around an organization’s policy by creating another route for the same mail.

The setting is on, but no message arrives. Check the spelling of the destination address, including the part after the @ symbol. Look in the destination’s Junk or Spam folder, and check any inbox rules or filters there that might move or delete the message. Send a new test message after confirming the setting is saved. Also check whether the source mailbox received the test message; if it did not, the issue is upstream of forwarding.

Only some messages are forwarded. In classic Outlook, open File > Manage Rules & Alerts and inspect the rule’s conditions and exceptions. A rule may match only a specific sender, subject, or message type. Make sure an exception is not excluding the messages you expect to forward. If the web forwarding setting is enabled but some mail still does not reach the destination, the sender’s message may have been filtered, or organizational security controls may have prevented forwarding.

Forwarding works only while Outlook is open. In classic Outlook, check whether the rule is client-only or depends on an action that requires the desktop app. Such a rule may not run when the computer is off or Outlook is closed. If your account supports it, use the web forwarding setting or adjust the rule so it can run on the server. If the mailbox is managed by an organization, ask IT which method it supports.

Messages arrive with a different sender or are rejected. Forwarding can affect how the receiving service evaluates sender identity and spam risk. Some systems reject or quarantine forwarded mail, and Outlook’s automatic-forwarding protections can affect delivery. Check the rejection notice or quarantine details, then ask the destination provider or your administrator for help. Avoid changing security or authentication settings unless your administrator instructs you to do so.

Frequently Asked Questions

Does Outlook automatically forward messages that are already in my Inbox?
No. The forwarding setting and a typical incoming-message rule apply to new messages after they are enabled. To send an existing message, open it and forward it manually. For a large archive, use an approved export or migration method rather than expecting the forwarding switch to resend it.

Can I forward Outlook email to Gmail or another external address?
Often, yes, if your account permits it. Enter the external address as the destination and test delivery. Microsoft 365 administrators can block automatic forwarding outside the organization, and the receiving provider may filter forwarded messages. A successful setup does not override either restriction.

Can I keep a copy in Outlook while forwarding?
Yes. In the web or new Outlook forwarding settings, select the option to keep a copy of forwarded messages in the mailbox, if it is shown. For classic Outlook, a forwarding rule normally leaves the original message in the mailbox unless you add a separate action that moves or deletes it. Check your chosen rule actions before saving.

Can I automatically forward only messages from one person?
Yes. Create an inbox rule in classic Outlook and set a sender condition before choosing the forwarding action. You can also use other available conditions, such as subject words. A simple mailbox-wide forwarding switch is intended to forward all new messages, so use a rule when you need selective forwarding.

Does forwarding continue when my computer is off?
The Outlook web forwarding setting is handled by the mailbox service, so it does not depend on your personal computer staying on. In classic Outlook, some rules are server-side and others are client-only. Check the rule details; a client-only rule requires Outlook to be running for it to process messages.

How do I turn off automatic forwarding?
In Outlook on the web or new Outlook, go to Settings > Mail > Forwarding, switch forwarding off, and save if prompted. In classic Outlook for Windows, open File > Manage Rules & Alerts and uncheck the forwarding rule or delete it. Send another test message if you need to confirm that forwarding has stopped.

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