Forward a copy of Messages to an additional Email Account

 

 

For the purpose of these instructions we will use an imaginary user Adam Smitty.  He has two email accounts the college email account, smitty.adam@spcollege.edu, and his personal account smitty2564@hotmail.com   He would like to forward a copy of all his email from his college account to his hotmail account.

 

Note: This will forward a copy of your email.  That means the messages will be in both places.  Remember to archive your college email to avoid exceeding your Exchange mailbox quota.

 

Process Overview

 

  1. Verify or add smitty2564@hotmail.com as a contact in the Contacts folder.
  2. Create a rule to redirect all messages that arrive in the college inbox to an additional address.

 

 

Detailed Steps

 

  1. Open Outlook

 

Create a contact for forwarding:

 

  1. Click on Contacts
  1. Click the New Contact button.

 

  1. Type the email address to which you will forward email in the Full Name and Email field.

 

 

  1. Click Save and Close.

 

 

Create a rule to redirect all messages that arrive in the college inbox to an additional address.

 

1.      Click on the Inbox. 

2.      Click on the Tools menu, and then click on Rules Wizard.  If it does not appear, click on the two downward pointing arrows.  (Note: If you did not click on the Inbox in step 1 the Rules wizard choice will not be available.)

 

 

3.      The Rules Wizard window will open.  Click the New… button.

 

 

 

 

4.      Click Start from a blank rule. Click Next.

 

5.      On the “Which condition(s) do you want to check?” screen do NOT check any options.  We want all mail to be forwarded.  Click Next.

 

6.      You will receive a message warning you that “This rule will be applied to every message you receive. Is this correct?”  Click Yes.

 

 

7.      Check the box next to “redirect it to people or distribution list”

 

 

8.      In the bottom pane click on the words  “people or distribution list”

 

9.      The Rule Address window will open.  From the “Show Names From the:” dropdown menu choose Contacts.

 

 

 

 

10.  Select the address you previously entered for email forwarding. Click on the To à button.  Click OK.

 

 

11.  You should now see the Rules Wizard window again with the forward email address in the bottom pane.  Click Next.

12.  

 

 

 

 

 

 

 

 

13.  Click Next on the “Add any exceptions (if necessary)” screen without checking any boxes.

 

 

14. In the box labeled “Please specify a name for this rule” type Email Forwarding.  Click Finish.

 

 

 

 

 

Turning forwarding on and off

 

Now that you have created a rule to forward your email to an additional address it is possible to disable forwarding but keep the rule.  Then you can re-enable the rule later if needed.

 

  1. Click on the Inbox
  2. Click on the Tools menu, and then Rules Wizard.
  3. You should see the Email Forwarding rule in the list with a check box to the left of it.  If the box is checked it will forward email to the additional account.  Conversely, if the box is not checked it will not forward email.

 

 

 

  1. Click OK.