How to Set Up an Automatic Forwarding Rule in Outlook

To automatically forward selected Outlook messages, create a rule that matches a condition—such as a sender or subject—and choose a forwarding action. In Outlook on the web or new Outlook, open Settings > Mail > Rules; in classic Outlook for Windows, use Home > Rules > Manage Rules & Alerts. You’ll need access to the mailbox and the address that should receive the forwarded messages. If you need every message forwarded, use Outlook’s forwarding setting instead of a rule.

What You’ll Need

An Outlook mailbox you can sign in to, and permission to create rules. Your organization may restrict forwarding, particularly to addresses outside the company.
The recipient’s complete email address. Check it carefully before saving the rule.
A clear idea of which messages should be forwarded. For example, choose a particular sender, a phrase in the subject, or messages sent only to a specific address. A condition helps prevent unrelated or sensitive mail from being shared.
A web browser or a current Outlook app. The instructions below cover Outlook on the web and new Outlook, followed by classic Outlook for Windows and notes for Mac.

Step-by-Step

Choose the right kind of forwarding. Use a rule if only some incoming messages should be sent onward—for example, invoices from one supplier or requests sent to a project mailbox. Use the general forwarding setting if you want all incoming mail forwarded. A rule gives you more control because it can include conditions; it can also be set to forward only messages that meet those conditions. If you are unsure, start with a narrow rule and test it before adding more conditions.
Open your rules in Outlook on the web or new Outlook. Sign in to Outlook on the web, or open the new Outlook app, and select the gear-shaped Settings button. Choose Mail > Rules. Select Add new rule. The new Outlook app uses a web-style settings panel, although the wording or position of controls can vary slightly as Microsoft updates Outlook. If Rules is not visible, use the Settings search box to look for “rules” or check that you are signed in to the mailbox where you want the rule created.
Name the rule so you can recognize it later. Enter a descriptive name such as “Forward Acme invoices” or “Send project updates to team mailbox.” Names are especially useful when you have several rules. Avoid a vague label such as “Forward” because it will not tell you which mail the rule affects when you review or troubleshoot it.
Choose one or more conditions. Select the condition that identifies the messages to forward. Common choices include a sender, words in the subject, or messages sent to a particular recipient. For a sender condition, enter or select the exact sender address where possible. For subject text, use a phrase that is distinctive enough not to match unrelated messages. If the rule editor allows multiple conditions, understand that a message generally needs to satisfy all selected conditions unless the interface specifically describes another behavior. Avoid adding conditions just because they are available; each one narrows which messages qualify.
Add the forwarding action and recipient. Under the action section, choose Forward to or the equivalent forwarding option, then enter the destination email address. Select the correct address from any suggestions that appear. Some versions also offer Forward as an attachment; that sends the message as an attached item rather than a regular forwarded message and is not necessary for ordinary forwarding. If you want the recipient to see the original sender as the sender, look for a Redirect to action instead. Forwarding and redirecting are different: a forwarded message is sent on by you and commonly displays forwarding information, while a redirected message is intended to preserve the original sender and message details.
Review exceptions, rule order, and any stop option. Add an exception only if there is a specific case that should not be forwarded, such as messages containing a particular phrase. If Outlook shows a Stop processing more rules option, decide whether later rules should still be allowed to act on the same message. Turning it on can prevent a later rule from adding another action; leaving it off can let multiple rules apply. Rule order matters when more than one rule could match, so check the list if you already have rules that move, delete, or forward messages.
Save the rule and confirm that it is enabled. Select Save or OK, depending on the version. Back in the rules list, check that the rule is switched on or enabled. Some rule screens offer an option to run a rule on messages already in the mailbox. Enable that only if you intend to process existing mail; otherwise, leave it off so the rule applies to new incoming messages. Rules typically do not send old messages retroactively unless you explicitly run them against existing mail.
Send a test message and check both mailboxes. From an address that meets your condition, send a new message to the Outlook mailbox. Use a subject that matches if the rule depends on subject text. Check the destination inbox, including its Junk Email folder, and confirm that the message arrived as expected. If the rule is intended to exclude certain mail, test one message that should be forwarded and, where practical, one that should not. Do not rely on an old message already sitting in the inbox as proof that a new-message rule is working.

Classic Outlook for Windows: Select Home > Rules > Manage Rules & Alerts, then choose New Rule. Under “Start from a blank rule,” select Apply rule on messages I receive and choose Next. Select the conditions, choose Next, then select forward it to people or public group. In the lower rule description, select the underlined recipient link, enter or select the destination, and confirm it. Choose Next to add exceptions if needed, name the rule, make sure Turn on this rule is selected, and finish. Labels can differ slightly by Outlook build. If the rule wizard offers to run the rule now, choose that only when you want existing messages processed too.

Outlook for Mac: In new Outlook for Mac, look under Settings > Rules and create a rule with a condition and forwarding action if those controls are available for your account. In classic Outlook for Mac, rules are managed from Outlook > Settings > Rules in many current builds; older releases may show Rules under Tools. The available conditions and actions depend on the account type and app version. If the forwarding action is missing or the rule does not behave consistently, create the rule in Outlook on the web for that mailbox, or ask your Microsoft 365 administrator whether the account permits it.

Common Mistakes

Using all-mail forwarding when only certain messages are needed. A mailbox-wide setting can send personal, confidential, or irrelevant messages to the destination. Use a condition-based rule when the scope should be limited.
Entering the wrong recipient address. Autocomplete can select an old contact or a similarly named person. Read the full address in the rule before saving, then verify the recipient with a test message.
Making the conditions too broad or too narrow. A condition such as “subject contains update” may match many unrelated messages. A very specific phrase may never appear in messages you actually want. Choose realistic examples and test both matching and nonmatching mail.
Assuming forwarding includes every kind of message. Rules generally process incoming messages in the mailbox, but behavior can depend on account type, message type, and where the rule runs. Messages sent to a group, certain automated notifications, or mail already classified by another system may not behave as expected.
Forgetting that organization policy can override a rule. Work or school accounts may block automatic external forwarding to reduce data leakage. Recreating the rule repeatedly will not bypass an administrator’s policy.
Confusing forwarding with redirecting. Forwarding sends a copy onward with forwarding context. Redirecting is the closer fit when the recipient should see the original sender information. Choose based on how the recipient needs to handle the message.

Tips

Use a dedicated rule name and a narrow condition. “Forward support requests sent to help@…” is easier to audit than “Send email.” This is helpful if you later need to pause the rule or explain why a message was forwarded.
Consider privacy before forwarding. Forwarded messages can contain personal details, attachments, or earlier conversation history. Confirm that the destination is authorized to receive them, especially when it is outside your organization.
Prefer a mailbox rule for ongoing work rather than a manual habit. If a team member needs messages reliably, ask whether a shared mailbox, delegated access, or an approved distribution list is a better long-term option. Automatic forwarding can make it harder to see who has received a message.
Keep an eye on the destination mailbox. The receiving service may send forwarded mail to Junk, quarantine it, or apply its own rules. If forwarding appears intermittent, inspect both the Outlook rule and the destination’s filtering settings.
Review rules when circumstances change. Remove or disable a rule when a project ends, an employee changes roles, or an external recipient no longer needs access. Rules can continue operating quietly after the original reason for them has passed.

Troubleshooting

The message never arrives: First check that the rule is enabled, the sender or subject really matches its conditions, and the destination address is correct. Send a fresh test message after saving changes. Look in Junk Email and any quarantine or focused inbox at the destination. If it is a work account and the recipient is external, ask your Microsoft 365 administrator whether automatic forwarding is blocked by policy. Do not assume the rule can override that restriction.

Only some matching messages are forwarded: Review every condition and exception, then inspect other rules that may move or delete a message first. Test the message against the exact text or sender criteria rather than relying on a general impression that it should match. If classic Outlook reports a client-only rule, it may require Outlook to be running and connected for the action to occur. Where possible, simplify the rule or recreate it in Outlook on the web so it can run on the mailbox server.

The rule forwards too much: Disable it temporarily in the rules list, then narrow the sender, recipient, or subject condition. Check whether the rule has an unintended exception or whether another rule is also forwarding messages. Test the revised version with a message that should qualify and one that should not before leaving it enabled.

You cannot find Rules or the forwarding action: Confirm you are in the correct Outlook account and mailbox. Use Settings search for “rules,” or try Outlook on the web. Some account types, app versions, and administrator-managed mailboxes expose different options. If a work or school account is involved, your administrator can confirm which rules and external forwarding actions are allowed.

The message arrives with unexpected sender details: That is usually a difference between forwarding and redirecting, not a delivery failure. Edit the action if your Outlook version offers both choices. If the recipient needs to reply to the original sender, explain how the message was sent and test the result before using the rule for an important workflow.

Frequently Asked Questions

Can I automatically forward every email in Outlook?
Yes. Use the mailbox’s forwarding setting rather than building a rule for one sender or subject. In Outlook on the web, open Settings > Mail > Forwarding, turn forwarding on, enter the destination, and save. The setting may not be available or may be restricted in a managed account.

Will Outlook forward messages that are already in my inbox?
Usually, a rule applies to new incoming messages. Some rule wizards let you run it on existing messages; select that option only if you want older mail processed. Otherwise, create the rule and test it with a newly received message.

Can I forward only messages from one person?
Yes. Add a sender condition and choose the forwarding recipient as the action. Select the exact sender address and send a test from a message that meets the condition. Add an exception if there is a specific type of message from that person that should stay in your mailbox.

Can I automatically forward Outlook mail to an external address?
Sometimes. Personal Outlook accounts may allow it, but Microsoft 365 work or school administrators can block automatic forwarding outside the organization. If the setting is disabled or the rule saves but mail does not arrive, ask your administrator rather than trying to work around the restriction.

Does Outlook need to stay open for a forwarding rule?
Many rules created in Outlook on the web or new Outlook run on the mailbox server, so the app does not need to remain open. In classic Outlook, a rule marked client-only may require Outlook to be running and connected. If you see that label, check the rule details or rebuild a supported rule in Outlook on the web.

Can I stop forwarding without deleting the rule?
Yes. Open the rules list and switch the rule off or clear its enabled checkbox. This preserves its conditions and recipient so you can turn it back on later. If you no longer need it, delete it after confirming that no other workflow depends on it.

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