How to Set Up Auto Forwarding in Outlook

To automatically forward incoming Outlook email, open Settings, go to Mail > Forwarding, enable forwarding, enter the destination address, choose whether to keep a copy, and save. In classic Outlook for Windows, create a rule instead. The exact option depends on your Outlook version and account, and a work or school administrator may block forwarding outside your organization.

What You’ll Need

Access to the Outlook account you want to forward messages from.
The email address that should receive the forwarded messages. Double-check its spelling before saving.
If this is a work or school account, permission to forward mail. Your organization’s security policies may restrict automatic forwarding, especially to external addresses.
A web browser or an up-to-date Outlook app. If the settings in your desktop app differ, you can usually configure forwarding in Outlook on the web instead.

Step-by-Step

Method 1: Set forwarding in Outlook on the web or new Outlook for Windows. This is the simplest method when you want every new message sent to another address. It works independently of whether Outlook is open on your computer.

Open the right mailbox. Sign in to Outlook on the web with the account whose incoming mail you want forwarded. In new Outlook for Windows, open that account’s mailbox. If you have multiple accounts, check the account name before changing settings; forwarding applies to the mailbox you are currently configuring.
Open the mail settings. Select the gear icon in the top-right corner. In the Settings pane, choose Mail, then Forwarding. In new Outlook for Windows, use the same Settings path. If you do not see Forwarding, use the settings search box to look for it, or check whether you are in classic Outlook, which uses rules instead.
Turn forwarding on. Select the option labeled Enable forwarding or Enable forwarding with similar wording. Enter the complete destination email address in the forwarding address field. Avoid copying extra spaces before or after the address.
Decide whether to keep a copy. Turn on Keep a copy of forwarded messages if you want each message to remain in the original Outlook mailbox as well as arrive at the destination. If you leave this off, messages may be forwarded without being retained in the original Inbox, depending on the service and account. Keeping a copy is usually the safer choice if you still need to search or reply from the original mailbox.
Save the setting. Select Save if the page displays a Save button. Some versions save changes as soon as you switch the option, but look for a confirmation or return to the page to verify that forwarding remains enabled and the destination address is correct.
Test the setup. Send a message from a different email account to the Outlook address. Wait a few minutes, then check the destination Inbox and junk or spam folder. If you chose to keep a copy, check the original Outlook mailbox too. Testing from another account helps confirm that the message is arriving from outside the mailbox rather than being treated as a sent or internal message.

Method 2: Create a forwarding rule in classic Outlook for Windows. Use a rule if you have classic Outlook and want to forward only certain messages, such as email from a particular person or messages with a specific word in the subject. The forwarding setting above is better for forwarding everything.

Open the rules window. In classic Outlook for Windows, select Home > Rules > Manage Rules & Alerts. Make sure the correct email account is selected if Outlook lists more than one.
Start a rule. Select New Rule. Under the option for starting from a blank rule, choose Apply rule on messages I receive, then select Next.
Choose conditions, or leave them blank. Select the conditions that identify which messages to forward, such as messages from a specific person. To forward every incoming message, leave all conditions unchecked and select Next. Outlook will ask you to confirm that the rule applies to every message; confirm only if that is what you intend.
Choose the forwarding action. Select forward it to people or public group in the action list. In the lower rule description, select the linked text for people or public group, enter or choose the destination address, and confirm it. Select Next.
Review exceptions and finish. Add any exceptions you need, such as excluding messages marked as important, or leave them blank. Select Next, give the rule a recognizable name, and choose whether to run it on messages already in the Inbox if that option appears. Select Finish, then Apply and OK in the rules window.
Check that the rule is enabled. Return to Manage Rules & Alerts and make sure its checkbox is selected. Send a test message that meets the rule’s conditions and confirm it arrives at the destination.

Rules created in classic Outlook may run on Microsoft’s mail server or may depend on Outlook being open, depending on the rule and account. Outlook can label a rule as client-only in the rules window. If the rule is client-only, messages may not forward while classic Outlook is closed. For an all-message forwarding setup that should work while your computer is off, use the account’s Forwarding setting in Outlook on the web when it is available.

On a Mac: If your account offers the Outlook on the web Forwarding setting, use it in a browser; it is generally the most direct way to forward all messages. In Outlook for Mac, rule controls vary between new and legacy versions and by account type. Look under Outlook > Settings > Rules in new Outlook for Mac, or Tools > Rules in legacy Outlook for Mac, to create a rule for selected messages. If those options are missing, configure forwarding through your provider’s webmail or ask your organization’s administrator.

Common Mistakes

Choosing the wrong account. Outlook can show several mailboxes at once, but a forwarding setting belongs to a specific account. Confirm the mailbox address before enabling the option.
Assuming forwarding includes old messages. Automatic forwarding normally applies to new incoming mail after you turn it on. It does not automatically send everything already in your Inbox. For older messages, use a separate, deliberate process such as selecting and forwarding them in batches.
Forgetting to save or enable the rule. Entering an address is not enough if the setting was not saved, or a rule’s checkbox is clear. Reopen the settings page or rules list and verify the status.
Creating overlapping rules. A general forwarding rule and a second rule for the same messages can produce duplicates or unexpected results. Review existing rules before adding another, and remove or adjust rules you no longer need.
Expecting a forwarded message to behave like a redirect. Forwarding usually sends a new message from your Outlook account with the original message included. A redirect, when available, is designed to preserve the original sender more directly. Use the method your recipient or workflow requires.
Forwarding sensitive work mail to a personal account. This may violate organizational policy or be blocked automatically. Check your employer’s rules before sending company messages outside its email system.

Tips

Keep a copy during the trial period. Retaining the original gives you a way to confirm delivery and find messages if the destination account has a problem. You can change this later if storage or mailbox policy is a concern.
Use a rule for selective forwarding. If only invoices, a project’s messages, or mail from one sender should be forwarded, use conditions rather than forwarding everything. Make the conditions specific enough to avoid sending unrelated mail.
Name rules clearly. Names such as “Forward project alerts” make it easier to identify a rule later. If you create an all-message rule, say so in its name to reduce the risk of forgetting what it does.
Protect the destination account. Forwarding can expose your messages if the receiving mailbox is shared, compromised, or no longer under your control. Use an address you trust and remove forwarding when you no longer need it.
Review forwarding periodically. When a temporary absence or project ends, turn forwarding off or disable the relevant rule. Also check the destination address after account changes, migrations, or mailbox handovers.

Troubleshooting

No messages arrive at the destination: Confirm that forwarding is enabled, the address is correct, and you changed the settings for the right mailbox. Check the destination’s junk, spam, quarantine, and any inbox rules that could move the message. Send a fresh test message from another account. For a classic Outlook rule, verify its checkbox and conditions; a message must meet every condition you selected. Also check whether the rule is marked client-only and whether classic Outlook needs to be open.

Outlook says forwarding is blocked or unavailable: A Microsoft 365 work or school administrator can restrict automatic forwarding to external addresses. Some organizations block it for security reasons even when the option appears in Outlook. Ask your IT administrator whether forwarding is permitted and whether they can approve an allowed destination. Do not try to bypass a company policy by creating another rule or forwarding through a personal account.

Only some messages are forwarded: If you used a rule, inspect its conditions and exceptions. For example, a rule set for messages from one sender will not forward messages from others. Look for another rule that stops processing additional rules or moves messages before the forwarding rule applies. If the goal is to send every new message, consider turning off the selective rule and using the mailbox-wide Forwarding setting instead.

Messages arrive twice: Check for both mailbox-wide forwarding and a forwarding rule that sends the same messages to the same address. Also review any rules at the destination account that forward messages again. Disable one overlapping method, then send another test message to confirm that only one copy arrives.

Forwarding stops after a password or account change: Sign in to the destination mailbox directly and confirm it still works. Then revisit the Outlook forwarding setting or rule and verify that it remains enabled. If your organization uses security policies, a password reset or administrator change may have disabled forwarding; contact IT if the option is unavailable or turns off again.

Messages are delivered but look different: Normal forwarding may place the original content inside a new message from your Outlook address. If a system needs the original sender to remain the visible sender, check whether a redirect action is available in your version of Outlook or ask your administrator about an approved mail-flow option. Be aware that organizations may restrict redirects too.

Frequently Asked Questions

Will Outlook forward messages when my computer is off?
Forwarding configured in Outlook on the web is handled by the mail service, so it generally continues when your computer is off. A client-only rule in classic Outlook may require the app to be running. Check the rule’s status in Manage Rules & Alerts.

Can I forward only messages from one person?
Yes. Create a rule and select the condition for messages from a specific person, then choose the forwarding action and destination. Send a test message from that sender to confirm the rule works. Avoid enabling mailbox-wide forwarding if you only want selected messages sent elsewhere.

Can I keep messages in my Outlook Inbox and forward them too?
Yes. In the Forwarding settings, enable the option to keep a copy of forwarded messages, if it is available. With a rule, forwarding generally sends a copy, but check that you have not also chosen an action that deletes or moves the original message.

Does auto forwarding send messages that are already in my Inbox?
Usually not. The mailbox-wide forwarding setting is intended for new incoming mail. A classic Outlook rule may offer an option to run on existing Inbox messages, but review the rule and test carefully before applying it to a large mailbox.

Can I forward Outlook mail to Gmail or another provider?
Often, yes: enter the full address for the other provider as the destination. However, a work or school administrator may block external forwarding, and the receiving provider may filter forwarded mail. Test delivery and check the destination’s spam folder.

How do I stop auto forwarding?
Open Settings > Mail > Forwarding and turn off forwarding, then save if prompted. For classic Outlook rules, open Home > Rules > Manage Rules & Alerts and clear the rule’s checkbox or delete it. Check every account if you set forwarding in more than one mailbox.

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