How to Set Up Automatic Email Forwarding in Outlook

To automatically forward every new message in Outlook, open Settings, go to Mail > Forwarding, turn on forwarding, enter the destination address, and save. For only certain messages, create an inbox rule instead. You will need access to the Outlook mailbox and, for a work or school account, your organization may need to allow forwarding outside the company.

What You’ll Need

Access to the mailbox: Sign in to the Outlook account where messages arrive. You can use Outlook on the web or the new Outlook for Windows for the simplest all-mail setup.
The destination email address: Check that it is spelled correctly and that you can open that account to confirm delivery.
Permission to forward: A work or school administrator may block automatic forwarding, particularly to external addresses. If the forwarding setting is missing or unavailable, ask your IT administrator whether it is allowed.
A decision about copies: Decide whether the original mailbox should retain copies of incoming messages. Keeping copies makes it easier to find or recover mail in Outlook.

Step-by-Step

Open the mailbox whose email you want to forward. In Outlook on the web, sign in to your Microsoft 365 work or school account or Outlook.com account. In the new Outlook for Windows, open the same account. If you have several accounts connected, verify the account name before changing settings; forwarding applies to the selected mailbox, not automatically to every account in Outlook.
Open the forwarding setting. Select the gear-shaped Settings button near the top-right corner. In the settings panel, select Mail, then Forwarding. If the panel has a search box, search for Forwarding. The exact layout can vary slightly between Outlook.com, Outlook on the web, and the new Outlook, but the setting is under Mail.
Turn on forwarding. Select the option labeled Enable forwarding or Start forwarding, depending on the Outlook version. Enter the destination email address in the forwarding address field. Take care not to add a space or punctuation at the end. If Outlook offers an address suggestion, confirm it is the correct person or mailbox rather than selecting a similar contact by mistake.
Choose whether to keep a copy. Turn on Keep a copy of forwarded messages if you want each message to remain in the original Outlook inbox. This is usually a sensible choice when you still need to search, reply from, or keep a record in the original mailbox. If you do not keep copies, check what Outlook says will happen to the original messages; forwarding does not necessarily mean the destination is a backup or archive.
Save the setting. Select Save if the settings panel shows a save button. Some versions apply the change as soon as you select the forwarding option, but do not assume it saved: look for a confirmation or revisit the setting to verify that forwarding remains enabled and the destination address is correct.
Send a test message. From a different email account, send a short message to the Outlook address. Wait a minute or two, then check the destination inbox and its junk or spam folder. If you chose to keep copies, also confirm the message is still in the original Outlook mailbox. Test a normal message first, rather than relying on a message sent from the same account, since mail systems may handle messages you send to yourself differently.
For selected messages, create a rule instead. Use a rule if you only want to forward mail from a particular person, with a specific subject, or matching another condition. In Outlook on the web or new Outlook, open Settings > Mail > Rules, choose Add new rule, give it a clear name, and select the conditions that should match. Add the forward action, enter or select the recipient, and save the rule. Review whether the rule should stop processing other rules, and test both a message that matches and one that does not.

Classic Outlook for Windows: If you use the classic desktop app and do not see the web-style Forwarding setting, you can make a rule. Select File > Manage Rules & Alerts > New Rule. Under the option to start from a blank rule, choose Apply rule on messages I receive, then select Next. To forward every incoming message, leave the conditions unchecked, select Next, and confirm that the rule applies to all messages. Select the action forward it to people or public group, select the linked recipient text to choose the destination, then complete the wizard and select Finish. For a limited set of messages, choose conditions instead of applying the rule to everything. Check that the rule is enabled in Rules and Alerts.

Classic Outlook can create rules that run on the mail server and rules that only run while the desktop app is open. A simple forwarding rule may run on the server, but some actions or conditions make a rule client-only. Outlook indicates this in the rules list or wizard. If a client-only rule is used, messages may not forward while Outlook is closed. For reliable forwarding when your computer is off, use the mailbox forwarding setting or a server-side rule, if your account allows it.

On a Mac: Outlook for Mac has a different layout, and available rule options can depend on the account type and Outlook version. For a consistent mailbox-wide setup, sign in to the same account in Outlook on the web and use Settings > Mail > Forwarding. This changes the mailbox setting, so it applies even when the Mac app is not open. If you set up a rule in the Mac app, verify its behavior while Outlook is closed before relying on it.

Common Mistakes

Setting up forwarding in the wrong account: Outlook can show several mailboxes together. A forwarding change affects only the mailbox whose settings you opened. Check the signed-in account before saving and test the address that receives the mail.
Using all-mail forwarding when a rule is needed: Mailbox forwarding sends a broad stream of incoming messages. If only invoices, booking confirmations, or messages from one sender should go elsewhere, make a rule with a specific condition and test its boundaries.
Forgetting to save or enable the rule: Entering an address is not always enough. Save the setting, confirm forwarding is on, and confirm any rule is enabled. Reopen the settings after saving if there is no clear confirmation.
Assuming the destination is a backup: Forwarding copies or passes new incoming mail; it does not necessarily copy your old messages, calendar, contacts, sent mail, or folder structure. It also does not guarantee that the recipient account will retain the forwarded message.
Forwarding sensitive work messages to a personal account: This may violate company policy or expose confidential information. Do not work around a blocked setting by creating another route. Ask your administrator for an approved shared mailbox or forwarding arrangement.
Creating duplicate forwarding paths: A mailbox-wide setting plus a forwarding rule can send the same message more than once or cause confusing loops if accounts forward back to each other. Check existing rules and forwarding settings on both accounts.

Tips

Use a rule name that explains its purpose. Names such as Forward receipts to finance are easier to audit than Rule 1. Include the sender or subject condition in the name when the rule has one.
Keep copies when you need an audit trail. Retaining mail in the original inbox lets you search and review the source message later. If you need long-term records, follow your organization’s retention requirements rather than treating forwarding alone as an archive.
Check folders and conditions carefully. A rule may match only messages that arrive after it is created, and conditions can be narrower than they appear. For example, a subject condition may not catch messages whose subject line changes in a reply. Use the least restrictive condition that still fits your goal.
Review forwarding after a mailbox change. If you change the destination address, leave an organization, or no longer need a copy elsewhere, turn forwarding off or update it. This prevents messages from continuing to reach an old or unintended account.
Consider a shared mailbox for team access. If several colleagues need the same messages, ask your Microsoft 365 administrator about a shared mailbox or an approved distribution list. Sending everything to one employee’s personal inbox can create access and continuity problems.

Troubleshooting

No forwarding option appears: Confirm you are in the settings for the correct account and look under Settings > Mail > Forwarding. If it is still missing, your administrator may have disabled the feature or your account type may not support that setting. Contact the administrator rather than trying to bypass the restriction.

Outlook will not save the address or setting: Check for a typo, remove extra spaces, and confirm the address is valid. Refresh Outlook and check the setting again. If a work account shows a policy message, or the control is unavailable, ask IT whether external forwarding is blocked by the organization’s security policy.

The test message does not arrive: Check the destination inbox’s Junk or Spam folder, any quarantine or filtering service, and the address entered in Outlook. Send another test from a separate account. For a rule, inspect its conditions and confirm it is enabled; send a message that clearly meets those conditions. Also check whether another rule moves or deletes messages before the forwarding rule can act.

Only some messages are forwarded: If you enabled mailbox-wide forwarding, confirm that the correct mailbox is selected and the setting remains enabled. If you used a rule, compare a forwarded message with one that was missed: sender, subject, recipient, and folder can reveal which condition did not match. Remove overly specific conditions or adjust them, then test again.

Messages forward only while the computer is on: This usually points to a client-only rule in classic Outlook. Recreate the forwarding in Outlook on the web using the mailbox forwarding setting or a server-side rule. If that option is unavailable, ask your administrator what server-side alternative your account supports.

Messages arrive twice or create a loop: Look for more than one forwarding rule, mailbox-wide forwarding, or forwarding enabled at the destination account. Remove duplicate paths and make sure one mailbox does not forward back to another mailbox that forwards to the first. Send a fresh test after changing the setup.

Frequently Asked Questions

Does Outlook forward messages when my computer is off?

Yes, when you use the mailbox-level forwarding setting or a server-side rule. A client-only rule in classic Outlook may need the desktop app to be running. If you are unsure which type of rule you have, test it with Outlook closed.

Can I forward only email from one sender?

Yes. Create a rule and set a condition for the sender, then add the forward action and choose the destination. Test it with a message from that sender and another from someone else to make sure the rule is neither too broad nor too narrow.

Will forwarding include messages already in my inbox?

Usually, automatic forwarding applies to new incoming messages after you enable it. It does not automatically send all existing messages. To move or share older mail, use a separate method, such as forwarding individual messages or working with your administrator on an approved migration or mailbox-sharing option.

Can I keep the original messages in Outlook?

Yes. Turn on Keep a copy of forwarded messages if that option is available. With a rule, the action is generally to forward a message rather than remove it, but check for other rule actions that could move or delete it.

Why is forwarding to an external address blocked?

Microsoft 365 organizations can restrict automatic forwarding to reduce data loss and abuse. If you see a policy warning or cannot enable forwarding, contact your IT administrator and explain the business need. Only use a destination and method approved by your organization.

How do I stop automatic forwarding?

Open Settings > Mail > Forwarding, turn forwarding off, and save. If forwarding comes from a rule, open Mail > Rules in web or new Outlook and disable or delete that rule. In classic Outlook for Windows, use File > Manage Rules & Alerts and clear the rule’s enabled checkbox or remove the rule.

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