How to Automatically Forward Incoming Emails to Another Account in Outlook

You need to send all incoming messages from your Outlook inbox to another email address. This is often required for managing a shared mailbox, setting up an out-of-office assistant, or consolidating multiple accounts. Outlook provides a built-in rule to forward mail automatically. This article explains how to set up automatic forwarding for all new messages using Outlook rules.

Understanding Outlook Forwarding Rules

Automatic forwarding in Outlook is managed through the Rules and Alerts feature. A rule is a set of conditions, actions, and exceptions you define to process messages. For forwarding all mail, you create a rule that applies to every message received in your inbox.

There are two main types of rules: client-only and server-side. A client-only rule only runs when Outlook is open on your computer. A server-side rule runs on the mail server, such as Microsoft Exchange Server or Microsoft 365, and works even when the Outlook application is closed. For reliable, always-on forwarding, you must create a server-side rule.

Before you start, ensure you know the exact email address where messages should be forwarded. You also need appropriate permissions if you are setting this up for a shared or delegated mailbox. The rule will forward a copy of each new message; the original will remain in your inbox unless you configure the rule to move or delete it.

Steps to Create a Forwarding Rule

Follow these steps to set up a rule that automatically forwards all incoming emails to another account. The process is similar in Outlook for Microsoft 365, Outlook 2021, and Outlook 2019.

1. Open the Rules and Alerts dialog
   In Outlook, go to the File tab on the ribbon. Select Manage Rules & Alerts. This opens the Rules and Alerts dialog box.
2. Start creating a new rule
   In the dialog box, click the New Rule button. In the Rules Wizard, select Apply rule on messages I receive under Start from a blank rule. Click Next.
3. Set the condition for all messages
   You need to select a condition. To forward every single email, check the box next to through the specified account. This condition is often the simplest for a catch-all rule. In the step description at the bottom, click the specified link and choose your email account. Click Next. If prompted to add more conditions, click No.
4. Choose the forward action
   Now select what to do with the message. Check the box next to forward it to people or public group. In the step description at the bottom, click the people or public group link. A new window will open.
5. Enter the forwarding address
   In the Rule Address dialog, type the full email address where you want messages sent. Click the To button, then click OK. The address will appear in the step description. Click Next.
6. Add any exceptions
   You can add exceptions if needed. For example, you might check except if the subject contains specific words to avoid forwarding certain newsletters. If you want to forward everything, leave all exception boxes unchecked. Click Next.
7. Finish and name the rule
   Give your rule a clear name, such as Forward All Mail. Ensure the box for Turn on this rule is checked. Review the rule description to confirm it says Apply this rule after the message arrives through your account and forward it to the correct address. Click Finish, then click OK to close the Rules and Alerts dialog.

Applying the Rule to Existing Emails

The new rule will only apply to messages arriving after its creation. To forward emails already in your inbox, you must run the rule manually once.

1. Open Rules and Alerts again
   Go to File > Manage Rules & Alerts.
2. Run the rule now
   In the list, select your Forward All Mail rule. Click the Run Rules Now button at the top of the dialog.
3. Select folder and apply
   In the Run Rules Now dialog, ensure your rule is checked. Under Run in Folder, click Browse and select your Inbox. Check the Include subfolders box if needed. Click Run Now. Outlook will process all selected messages using the rule.

Common Mistakes and Limitations

Forwarding Rule Only Works When Outlook Is Open

If your rule stops working when you close Outlook, it was created as a client-only rule. This happens if you used a condition or action that the server cannot process, like moving a message to a folder only on your computer. To fix this, delete the rule and recreate it using only server-supported conditions. The through the specified account condition and forward it to people or public group action are typically server-compatible.

Recipient Gets Multiple Forwarded Copies

This occurs if you have multiple overlapping rules. Check your Rules and Alerts list for other rules that might also forward messages, such as an Out of Office rule or another user-created rule. Edit or delete the duplicate rules to prevent the recipient from getting the same email multiple times.

Rule Does Not Forward Certain Messages

Rules process messages in the order listed. A rule higher in the list with a stop processing more rules action will prevent your forwarding rule from running. In the Rules and Alerts dialog, use the up and down arrows to move your forwarding rule to a higher position. Also, check the rule’s exceptions to ensure you did not accidentally block a category of mail.

Automatic Forwarding Methods Comparison

Item	Outlook Rule (Server-side)	Outlook Rule (Client-only)	Mailbox Forwarding (Admin Setting)
Works without Outlook open	Yes	No	Yes
Setup location	Outlook desktop app	Outlook desktop app	Microsoft 365 admin center or Exchange admin center
Can forward selectively	Yes, with conditions	Yes, with conditions	Typically forwards all mail
Keeps a copy in original inbox	Configurable via rule actions	Configurable via rule actions	Configurable in admin settings
Requires admin rights	No	No	Yes

You can now automatically send all incoming Outlook emails to another account. Test the rule by sending a message to your own address to confirm forwarding works. For more control, explore adding conditions to forward only emails from specific senders. A related advanced feature is using the redirect it to people or public group action in a rule, which sends the message without modifying the original From address.