In Microsoft Outlook for Windows, or in Outlook Web App (OWA), how do I automatically forward all of my IU email to another address?
On this page:
Note: These instructions apply to Outlook installations that are configured to access an Indiana University Microsoft Exchange Server mailbox.
You can use Outlook Inbox rules to handle all incoming mail so you can easily forward, filter, or move it. To do so in Outlook 2003 or later:
- In Outlook 2010, from the
Rules, and then
Manage Rules & Alerts....
In Outlook 2007 or 2003, from the
Rules and Alerts.
- From the
- Do not check any boxes under "Which condition(s)
do you want to check?" Click
- When asked, "This rule will be applied to every message you
receive. Is this correct?", click
- If you do not want a copy left in your Inbox, check
Note: Whether or not you choose to have items deleted, to avoid exceeding your storage space, you will need to periodically log into your Exchange account (use either Outlook or OWA) to clean out your Inbox and/or empty the
redirect it to people or distribution list, and then, in the lower pane, click
people or distribution list. The
Rule Addresswindow will open along with the address book.
- To enter an email address, under "Specify to whom to forward",
click in the right pane to position your cursor, and then enter the
email address where you wish to forward your mail.
To forward all of your mail to your Cyrus account, use the address below, email@example.com
usernamewith your username:
Do not use
firstname.lastname@example.org) or you will receive duplicate messages in your Exchange Inbox, and your mail will not be forwarded from your Exchange mailbox. This is because
email@example.com) is a valid address for your IU Exchange mailbox, regardless of how you set your preferred email address.
You may also enter the full Internet address for a non-IU account where you want your mail to be forwarded, as in the following examples (firstname.lastname@example.org email@example.com
usernamewith your username):
Note: At IU, this method results in a known problem. If another Exchange user sends a message to your Exchange mailbox, the forwarded message will not retain other recipients in the "To:" and "CC:" fields of the message header. However, messages sent to you from non-Exchange users will be forwarded with complete header information.
OK, and then click
Note: The action
permanently delete itcannot be combined in a rule with the
redirect it to people or distribution listaction, since the latter is considered a server-only action. See step 5.
- Apply exceptions only if you do not want the rule to forward all
- Under "Please specify a name for this rule:", type something
descriptive, such as:
Forward all messages to Yahoo
If you want all of the messages currently in your Inbox to be forwarded according to this rule, check
Run this rule now on messages already in "Inbox". (Leaving it unchecked will forward all messages that arrive after you finish creating this rule.) If you want this rule to start working immediately, leave
Turn this rule onchecked.
Finish, and then click
OKto close the Rules Wizard.
Any mail sent to your Exchange mailbox will be forwarded to the address you listed in the above procedure. You may return to the Rules Wizard at any time to toggle this rule on or off.
Outlook Web App (OWA)
Note: You can't add or edit rules in OWA Light.
- Log into OWA.
- In the top right corner, from the
Optionsdrop-down menu, choose
Create an Inbox Rule.
- Under "Inbox Rules", choose
- Under "When the message arrives, and:", use the drop-down menu to
[Apply to all messages].
- Under "Do the following:", use the drop-down menu to select
Redirect the message to.... The
Address Bookwindow will open.
- In the "To ->" field, enter the address to which you want to
forward your email, and then click
- In the
New Inbox Rulewindow, click