Using a custom rule, Outlook can examine each message received for certain characteristics and, if appropriate, automatically forward or redirect it to another account. This method will also allow you to keep a copy of each forwarded message.
Steps
Method 1 of 3: Outlook 2010
Step 1. Launch Microsoft Outlook
Click the "File" tab, then click on "Manage Rules and Alerts"
Step 2. Determine the account to apply the rules to
From the "Apply changes to this folder" list, click on the account to which you want to apply the new rule.
Step 3. Create a new rule
Click on "New Rule …" on the "Email Rules" tab.
Step 4. Start with an empty rule
From the rules wizard, under the section Start with an empty rule, click on “Apply rule on messages I receive” and click on Next to continue.
Step 5. Set the events to apply the rule to
Click the checkbox next to "public people or groups" and at the bottom of the wizard window click the people or public groups link. A rule "address" box will appear. Enter the desired senders in the From -> field and click OK and then click Next.
Step 6. Submit
In the wizard window, check the "Forward to people or public group" box and at the bottom of the wizard window, click the "people or public group" link. An address book will appear. Enter the email address of the recipient and click OK:
Step 7. Check the rule
You will see the description of the rule at the bottom of the wizard window. Make sure it is correct and click Finish.
Step 8. Apply the rule
In the Rules and Alerts window, click OK to apply the rule.
Method 2 of 3: Outlook 2007
Step 1. Launch Microsoft Outlook
Click on "Mail" in the navigation panel, and on the Tools menu, click on Rules and Alerts.
Step 2. Decide which accounts to apply the rules to
If you have more than one account on your Outlook profile, in the Apply Changes to this folder list click on the inbox of the user to whom you want to apply the rule.
Step 3. Create a new rule
To get started, click on New Rule.
Step 4. Set how often messages are checked
Under Start with empty rule click on “Always check messages when they arrive” and click on “Next”.
Step 5. Set your criteria
Under Step 1: Select Conditions, select the checkbox for each condition you want applied to incoming messages.
Step 6. Edit the description
Click on the underlined value that matches the condition under “Step 2: Edit rule description” and select or type the necessary information.
Click on Next
Step 7. Select the recipient
Under step 1: select actions, put the check mark on “forward to people or distribution list”.
- Click on "people or distribution list" under "Step: Edit rule description".
- Double-click the name or distribution list you want to forward messages to.
- Click on “OK” and double click on Next.
Step 8. Name the rule
Type a name under “Step 1: Specify a name for this rule”.
Step 9. Run the rule
You can run this rule on messages already in your folders. Check the box "Run this rule now on messages already in the folder".
Step 10. To apply this rule to all your email addresses and folders, check the Create this rule on all accounts box
If you don't have more than one account or inbox in Outlook, this option will be gray and cannot be clicked.
Step 11. Click Finish
Method 3 of 3: Outlook 2003
Step 1. Launch Microsoft Outlook
In the navigation panel in the tools menu, click on Rules and alerts. '
Step 2. Determine the account to apply the rule to
If you have more than one Outlook account, click the inbox folder you want to apply the rule to in the “Apply changes to this folder” list.
Step 3. Create a new rule
To begin. Click on "New rule".
Click on Start from new rule
Step 4. Decide when you want messages to be checked
Click on Check messages as they arrive under “Step 1: When should messages be checked”.
Click on Next
Step 5. Select the desired checkboxes that are next to each condition you want to check in the incoming messages, under “Step 1:
select conditions.
Step 6. Edit the description
Under "Step 2: Edit Rule Description", click on the underlined value corresponding to the condition, and select or type the necessary information.
Click on Next
Step 7. Select the recipients
Select "forward to people or distribution list" under "Step 1: Select action".
- Click people or distribution list under “Step 2: Edit rule description”.
- Double-click the name or distribution list you want to forward messages to, and click OK.
- Double click on Next
Step 8. Finished
Type a name under “Step 1: Specify a name for this rule”.
Click on "Done"
Advice
- Note: This article is not intended to show you how to forward all incoming mail. In addition, companies have specific rules for the automatic forwarding of messages. If you use MAP / Exchange to forward emails to external email addresses, a setting on the Exchange server that does not allow forwarding of emails may be active. Try consulting the system administrators.
- You can forward or redirect any message you receive - unless the sender's Information Rights Management (IRM) allows recipients to share the contents of the message with others. Only the original sender can remove the restriction on the message.
- You can create restricted email messages using Rights Management only in the "Professional" editions of Microsoft Office.
