Email messaging is a major aspect of our personal and professional life. Outlook is in use by a good number of people due to its simplicity, reliability, and usability. Email forwarding is one of such useful features. However, what is email forwarding in the outlook and how can it assist you to better manage your email? We shall describe all step by step in this simple guide. We shall also discuss how such applications as ExtractMails are able to assist individuals to store and filter through forwarded emails with ease.
Understanding Email Forwarding in Outlook
Email forwarding in outlook is nothing more than forwarding a copy of a received email to another email address. Outlook enables you to automatically forward emails to a different inbox as opposed to using manual methods and sending each message separately.
This AI feature is especially useful when:
- You use multiple email accounts
- You want someone else to monitor certain emails
- You are changing your email address
- You are on leave and want emails handled by a colleague
When forwarding is enabled, Outlook automatically sends incoming emails to the specified email address without needing your manual action.
How Email Forwarding Works
When you activate forwarding in Outlook, the system creates a rule. This rule tells Outlook what to do with incoming messages. Depending on your settings, Outlook can:
- Forward all incoming emails
- Forward only selected emails (based on rules)
- Keep a copy in your inbox or remove it
Forwarded emails usually include the original sender’s information, subject line, and message content, so the receiver can see the full conversation.
Manual vs Automatic Email Forwarding
Outlook allows two main types of forwarding: manual and automatic. Let’s understand the difference.
Manual Forwarding
Manual forwarding happens when you open an email and click the Forward button to send it to someone else. This method is useful for forwarding only specific emails.
Automatic Forwarding
Automatic forwarding sends emails to another address without you doing anything after setup. Once enabled, Outlook forwards emails as soon as they arrive.
Steps to Enable Email Forwarding in Outlook
Setting up forwarding in Outlook is simple and takes only a few minutes. Below are the general steps:
For Outlook Web (Outlook.com or Office 365)
- Open Outlook and click the Settings (gear icon)
- Go to Mail → Forwarding
- Enable Start forwarding
- Enter the email address where you want emails forwarded
- Choose whether to keep a copy in your inbox
- Click Save
For Outlook Desktop Application
- Open Outlook
- Go to File → Manage Rules & Alerts
- Click New Rule
- Choose Apply rule on messages I receive
- Select forwarding condition or apply to all messages
- Choose Forward it to people or public group
- Enter forwarding email address
- Finish setup and apply the rule
Once completed, Outlook will start forwarding emails automatically.
Why Email Forwarding is Important
Email forwarding is not just about convenience. It helps improve communication, productivity, and email management. Many professionals use it to ensure no important email is missed.
Here are some key benefits:
- Helps manage multiple email accounts easily
- Ensures important emails reach the right person
- Saves time by reducing manual work
- Useful during vacations or job transitions
- Helps teams collaborate better
Common Uses of Email Forwarding
People use email forwarding in many real-life situations. Below are some examples:
1. Business Communication
Companies often forward customer emails to support teams or managers for quick response.
2. Switching Email Address
If you change your email, forwarding ensures you still receive messages sent to your old account.
3. Backup and Monitoring
Some users forward emails to a backup account for record keeping or monitoring.
4. Delegating Work
Managers often forward emails to assistants or team members to handle tasks.
Key Email Forwarding Options in Outlook
Outlook offers several forwarding options depending on your needs. The table below explains them clearly.
| Feature | Description | Best Use Case |
| Forward All Emails | Sends every incoming email to another address | Switching email accounts |
| Rule-Based Forwarding | Forwards only selected emails based on conditions | Filtering important emails |
| Keep Copy in Inbox | Stores original email in your inbox | Record keeping |
| Remove Original Copy | Moves email after forwarding | Reducing inbox clutter |
| Multiple Forward Addresses | Forward emails to more than one recipient | Team collaboration |
Automatically Managing Emails with Forwarding
Email forwarding becomes even more powerful when combined with automation. Many professionals use rules and filters to forward only relevant emails, such as customer inquiries, invoices, or support requests.
In Outlook, you can Automatically Forward Emails based on:
- Specific sender
- Subject keywords
- Email size
- Attachments
- Importance level
This helps you avoid forwarding unnecessary emails and keeps communication organized.
Things to Consider Before Enabling Forwarding
Although email forwarding is useful, there are a few important things to keep in mind:
- Always verify the forwarding email address
- Avoid forwarding confidential emails without permission
- Check company email policies before enabling forwarding
- Monitor forwarded emails regularly
- Use strong passwords to protect your email account
These precautions help keep your email communication safe and secure.
Troubleshooting Email Forwarding Issues
Sometimes email forwarding may not work properly. Here are common problems and their solutions:
Emails Not Forwarding
Check if forwarding is enabled and the email address is correct.
Missing Emails
Make sure rules are not filtering emails incorrectly.
Forwarding Disabled by Organization
Some companies block automatic forwarding for security reasons. Contact your IT team if needed.
Emails Going to Spam
Ask the recipient to whitelist your email address.
Email Forwarding and Security
Security is very important when using email forwarding. Since emails may contain sensitive information, forwarding them without proper protection can be risky.
To stay safe:
- Use secure passwords
- Enable two-factor authentication
- Avoid forwarding confidential data unnecessarily
- Regularly check forwarding settings
Forwarding should always be used responsibly to protect privacy and sensitive information.
Email Forwarding for Businesses and Teams
Businesses use email forwarding to improve workflow and communication. For example:
- Customer support emails can be forwarded to support teams
- Sales inquiries can be sent to the sales department
- HR emails can be redirected to HR managers
This ensures emails reach the right people quickly, improving response time and productivity.
Advanced Email Forwarding Tips
Here are some smart tips to make the most of email forwarding:
- Combine forwarding with email rules for better filtering
- Create separate folders for forwarded emails
- Use categories to organize forwarded messages
- Monitor forwarded emails weekly
- Disable forwarding when no longer needed
These simple steps help you keep your inbox clean and organized.
Final Thoughts
Outlook email forwarding is an effective tool, which can assist end users to handle their mails more effectively. You can easily forward emails to a different account, forward messages to a colleague, and/or you can even streamline the communication process more by just forwarding.
With the knowledge of the forwarding process, its proper configuration, and a few simple rules of security in place, you can make your email life easier and more effective. Should you wish to enhance the security and privacy of your emails to a higher extent, it is quite possible to study the concept of Encrypted Email in Outlook.
