To set up email forwarding in new Outlook, select Settings, then Mail and Forwarding, turn on Enable forwarding, type the address to forward to and select Save. Tick Keep a copy of forwarded messages if you still want the emails in your own inbox. In classic Outlook, create an Inbox rule that forwards messages you receive.
Forwarding sends your incoming Outlook email to another address automatically: handy when you're on leave, moving to a new address, or want everything in one inbox. New Outlook makes it a simple switch, while classic Outlook does it with a rule. There's also a choice between forwarding and redirecting that changes what the recipient sees. Here's how to set it up and the settings worth getting right.
Turn on forwarding in new Outlook
- Select Settings at the top of new Outlook.
- Choose Mail, then Forwarding.
- If asked, sign in again. Microsoft says you may need to before the forwarding settings appear.
- Turn on Enable forwarding and type the address you want mail sent to.
- Tick Keep a copy of forwarded messages if you want the originals to stay in your inbox too.
- Select Save.
Turn forwarding off again
Go back to Settings, Mail, Forwarding, switch to Disable forwarding and select Save. Put a reminder in your calendar if forwarding is only for a holiday, because it's easy to forget it's on, and weeks later you'll wonder why your colleague is answering your emails.
Set up forwarding in classic Outlook
Classic Outlook handles forwarding with an Inbox rule. Microsoft describes it as useful when you want to read mail from another account, or have someone else respond while you're away:
- On the Home tab, select Rules, then Manage Rules & Alerts.
- If you have several accounts, check the rule applies to the right one.
- Select New Rule, then Apply rule on messages I receive, and select Next.
- Leave the conditions blank to forward everything, then choose the forward action and add the address.
- Finish and turn the rule on.
Forward or redirect?
| Option | What the recipient sees | Replies go to |
|---|---|---|
| Forward | The email appears to come from you | Back to your address |
| Redirect | The email appears to come from the original sender | The original sender |
Microsoft's rules guidance spells out this difference. Redirect is usually better when a colleague is covering for you, because they can reply directly to the customer. Forward suits sending copies to yourself or an archive address.
Keep a copy: yes or no?
If you tick Keep a copy, every forwarded email also stays in your Outlook inbox. That's the safe choice for most people, because you've still got everything if the other mailbox has a problem. Untick it only if you're moving to a new address for good and want the old inbox to stay empty.
If forwarding doesn't work
- Check you saved the setting and the address is spelled correctly.
- Look in the other mailbox's spam or junk folder for the forwarded mail.
- If you use a work account, your organisation may block automatic forwarding to outside addresses for security. Ask IT.
- If the new Outlook steps don't match your screen, Microsoft says you may not be on new Outlook yet, so use the classic rule instead.
Forwarding and security
Automatic forwarding is a favourite trick for scammers who break into email accounts: they quietly add a forwarding address so they see everything you receive. So check your forwarding settings now and then, and if you ever find an address you don't recognise, remove it, change your password and tell whoever looks after your IT. My guide to business email attacks explains why this matters.
Forwarding only some emails
You don't have to forward everything. In classic Outlook, the rule you create can have conditions, such as only messages from a particular client or with a certain word in the subject. In new Outlook, rules live under Settings and Mail too, so you can build a rule with a forward action for specific senders rather than switching on forwarding for the whole mailbox. That's useful when, for example, only supplier emails need to go to an assistant, or only one project's emails need to reach a freelancer while you're away. Keep the rule as narrow as you can: the fewer emails leave your mailbox, the less can go wrong.
Alternatives to forwarding
- An automatic reply telling senders who to contact while you're away.
- Delegate access, so a colleague can work in your mailbox without mail leaving it.
- Adding the other account to Outlook, so you see both inboxes in one place.
- A shared mailbox for a team address like hello@ or support@, so nobody depends on one person.
If you're tidying up your email set-up more generally, my office productivity hacks include a few inbox habits that save hours.
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My verdict
New Outlook: Settings, Mail, Forwarding, Enable forwarding, add the address, keep a copy, Save. Classic Outlook: a rule that applies to messages you receive. Choose redirect when someone else will reply for you, set a reminder to switch it off, and check forwarding settings regularly for anything you didn't add.
Frequently asked questions
How do I set up email forwarding in Outlook?
In new Outlook, select Settings, Mail, Forwarding, turn on Enable forwarding, enter the address and select Save.
How do I forward emails automatically in classic Outlook?
Create an Inbox rule: Home, Rules, Manage Rules & Alerts, New Rule, Apply rule on messages I receive, then choose the forward action.
Can I keep a copy of forwarded emails in Outlook?
Yes. Tick Keep a copy of forwarded messages when you turn on forwarding in new Outlook.
What's the difference between forward and redirect in Outlook?
Forwarded messages appear to come from you; redirected messages appear to come from the original sender, so replies go to them.
Why isn't Outlook forwarding my email?
Check the address and that you saved the setting, look in the other mailbox's spam folder, and ask IT whether your organisation blocks automatic forwarding.
