Indiana University
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In Microsoft Outlook for Windows, or in Outlook Web App (OWA), how do I automatically forward all of my IU email to another address?

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Outlook

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:

  1. In Outlook 2010, from the Home tab, select Rules, and then Manage Rules & Alerts....

    In Outlook 2007 or 2003, from the Tools menu, select Rules and Alerts.

  2. From the Rules tab, choose New Rule....

  3. Do not check any boxes under "Which condition(s) do you want to check?" Click Next.

  4. When asked, "This rule will be applied to every message you receive. Is this correct?", click Yes.

  5. If you do not want a copy left in your Inbox, check delete it.

    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 Deleted Items folder.

  6. Check redirect it to people or distribution list, and then, in the lower pane, click people or distribution list. The Rule Address window will open along with the address book.

  7. 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, replacing username with your username:

    username@imap.iu.edu

    Do not use username@indiana.edu (or username@iupui.edu) or you will receive duplicate messages in your Exchange Inbox, and your mail will not be forwarded from your Exchange mailbox. This is because username@indiana.edu (or username@iupui.edu) 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 (replace username with your username):

    username@hotmail.com username@yahoo.com

    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.

  8. Click OK, and then click Next.

    Note: The action permanently delete it cannot be combined in a rule with the redirect it to people or distribution list action, since the latter is considered a server-only action. See step 5.

  9. Apply exceptions only if you do not want the rule to forward all messages. Click Next.

  10. 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 on checked.

  11. Click Finish, and then click OK to 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.

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Outlook Web App (OWA)

Note: You can't add or edit rules in OWA Light.

  1. Log into OWA.

  2. In the top right corner, from the Options drop-down menu, choose Create an Inbox Rule.

  3. Under "Inbox Rules", choose New....

  4. Under "When the message arrives, and:", use the drop-down menu to select [Apply to all messages].

  5. Under "Do the following:", use the drop-down menu to select Redirect the message to.... The Address Book window will open.

  6. In the "To ->" field, enter the address to which you want to forward your email, and then click OK.

  7. In the New Inbox Rule window, click Save.

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