How to Set Up Email Forwarding Rule in Outlook 365 and the Web App (OWA)

How to Set Up Email Forwarding Rule in Outlook 365 and OWA

    Email forwarding is a convenient feature that allows you to automatically redirect incoming emails from one account to another. However, it's crucial to set up forwarding rules carefully to avoid creating loops that can result in endless email exchanges. In this guide, we'll walk you through the process of configuring an email forwarding rule in both Outlook 365's local installation and Outlook Web App (OWA) while ensuring that forwarded content is not sent back to the original sender.

    Please keep in mind that most rules are best to create in the OWA, so that your rules are executed from the Microsoft's server, instead of relying your powered-on & internet-connected computer running Outlook background to run the rules. This way they execute no matter if your computer is on or off, and also regardless if Outlook is running while it's on.

Configuring Email Forwarding Rule in Outlook 365's Local Installation:

1. Launch Outlook 365 on your local machine.
2. Click on the "File" tab in the top-left corner.
3. Select "Manage Rules & Alerts" from the Info pane.
4. In the Rules and Alerts window, click on "New Rule."
5. Choose "Apply rule on messages I receive" and click "Next."
6. In the "Which condition(s) do you want to check?" section, select "from people or public group."
7. In the "What do you want to do with the message?" section, select "forward it to people or public group."
8. Click on the underlined "people or public group" link and specify the email address you want to forward messages to.
9. Click "Add" and then "Next."
10. Review your settings and provide a name for the rule.
11. Check the box next to "except if the recipient is people or public group."
12. Click on the underlined "people or public group" link, and this time, choose the same email address you specified for forwarding in step 8.
13. Click "Add" and then "Finish" to create the rule.

Setting Up Email Forwarding Rule in Outlook Web App (OWA):

1. Open your web browser and log in to Outlook Web App (OWA) using your credentials.
2. Click the gear/cog-wheel icon in the top-right corner.
3. Choose "Mail" from the left-hand menu and then "Rules."
4. Name your rule.
5. Under "Add a condition" choose "Apply to all messages."
6. Next to "Add an action" choose "Forward to" and specify the email address you want to forward messages to.
7. Next to "Add an exception (optional)" choose "From" and specify the same email address you want to forward messages to.
8. Check "Stop processing more rules."
9. Click "Save" to apply the forwarding rule.

    By following these steps, you can confidently set up an email forwarding rule in both Outlook 365's local installation and Outlook Web App (OWA) without worrying about forwarding loops. Enjoy seamless email forwarding while maintaining email organization and efficiency.

    Remember to regularly review and manage your email rules to ensure they continue to meet your needs effectively.

Conclusion:

    Email forwarding can streamline communication and ensure you receive essential messages in a timely manner. However, improperly configured forwarding rules can lead to redundant and confusing email exchanges. By using the steps outlined in this guide, you can easily create an email forwarding rule in Outlook 365 and OWA that prevents loops, ensuring smooth and efficient email delivery without unnecessary duplicates.