Auto-forwarding in Outlook sends a copy of incoming messages to another email address automatically

You can set up Outlook to forward all your incoming mail to a different address, or forward only messages that match certain rules you create. The steps differ slightly depending on whether you use Outlook on the web, Outlook desktop, or Outlook on your phone. Most people use the web version or desktop version, and both let you forward everything or forward selectively.

Auto-forwarding is useful when you're changing email addresses, managing multiple accounts, or routing work messages to a colleague while you're away. It's also a common target for account takeover — if someone gains access to your account, they can set up forwarding to steal your mail. Check your forwarding settings regularly and use a strong, unique password to prevent this.

Key Takeaways

  • Outlook on the web forwards mail through Settings > Mail > Forwarding, and you must confirm the forwarding address before it activates.
  • Outlook desktop uses Rules to forward mail, and you can set rules to forward everything or only messages matching specific conditions.
  • When you forward all mail, Outlook typically keeps a copy in your inbox unless you choose to delete the original.
  • Check your forwarding settings every few months, especially if your account password has been reset or you've shared your login with anyone.
  • Forwarding does not work if your account is suspended, locked, or if the receiving email address rejects the forwarded messages.

Forwarding all mail in Outlook on the web

Open Outlook in your web browser and sign in. Click the gear icon in the top right corner, then select "View all Outlook settings" or "Settings" depending on your version. Navigate to Mail > Forwarding.

Check the box next to "Enable forwarding" and enter the email address where you want your mail sent. Outlook will send a confirmation message to that address — you must click the link in that confirmation email within 24 hours, or the forwarding will not set up. This step prevents someone from forwarding your mail to an address you don't control.

You can choose to keep a copy of forwarded messages in your inbox, or delete them after forwarding. Most people keep a copy so they have a record of what arrived. Click Save when you're done. Forwarding begins when ready after you confirm the receiving address.

Forwarding mail selectively in Outlook desktop

Outlook desktop does not have a built-in forwarding setting like the web version does. Instead, you create rules that forward messages based on conditions you set. Open Outlook and go to File > Manage Rules & Alerts (or Home > Rules > Manage Rules & Alerts, depending on your version).

Click "New Rule" and choose "explore rule on messages I receive." Select the conditions that should trigger forwarding — for example, "from a specific person," "sent to a specific address," or "with specific words in the subject." Then select the action "forward it to" and enter the forwarding address.

You can create multiple rules to forward different types of mail to different addresses. For example, you might forward all messages from your boss to your phone, and all messages from a project team to a shared inbox. Rules process messages in the order you create them, so if you have overlapping rules, the first matching rule will execute.

Forwarding mail in Outlook on your phone

The Outlook mobile app does not support setting up forwarding directly within the app. To forward mail on your phone, open a web browser, go to outlook.com, and follow the web version steps above. Alternatively, you can use the desktop version on a computer.

If you have already set up forwarding on the web or desktop, it will work automatically on your phone — incoming messages will be forwarded to your chosen address without any additional setup needed on the mobile app.

What happens when forwarding is active

When you forward all mail, every message that arrives in your inbox is sent to the forwarding address. The forwarded message includes the original sender's name and the original message content. The receiving address sees it as coming from your Outlook account, not from the original sender.

If the forwarding address is invalid, full, or rejects the message for any reason, the forwarded copy bounces back to your inbox as a delivery failure. The original message still arrives in your inbox normally. You'll see a non-delivery report that tells you why the forward failed — usually because the address doesn't exist, the mailbox is full, or the receiving server is blocking it.

Forwarding does not affect your sent folder — forwarded messages do not appear there. They appear only in your inbox (if you chose to keep a copy) and in the inbox of the address you're forwarding to.

Turning off forwarding and checking your settings

To stop forwarding in Outlook on the web, go back to Settings > Mail > Forwarding and uncheck "Enable forwarding." Your forwarding will stop when ready, though messages already in transit may still arrive at the forwarding address.

To stop forwarding in Outlook desktop, go to File > Manage Rules & Alerts, select the forwarding rule, and click Delete. Again, this takes effect when ready for new messages.

Check your forwarding settings every few months, especially if you've recently changed your password, recovered your account, or shared your login with someone else. If you see a forwarding rule or address you don't recognize, change your password when ready and remove the rule. This is a common sign that someone else has accessed your account.

Forwarding and your security

Auto-forwarding is a powerful feature, but it's also a target for account takeover. If someone gains access to your Outlook account, they can set up forwarding to read your mail without you knowing. The original messages stay in your inbox, so you might not notice for weeks.

Protect yourself by using a strong password — at least 12 characters, with uppercase, lowercase, numbers, and symbols. Enable two-factor authentication on your Outlook account if you haven't already. This requires a second form of verification (usually a code sent to your phone) every time you sign in from a new device.

If you use forwarding, review the forwarding address regularly. If you're forwarding to a work email that you no longer use, or to an address you share with someone, update or remove that rule. Forwarding to a shared or old address means multiple people can read your mail.

Frequently Asked Questions

Can I forward mail to multiple addresses at once?

Outlook on the web forwards to only one address at a time. In Outlook desktop, you can create separate rules that each forward to a different address, so the same message can go to multiple places. Each rule will forward independently.

What if the forwarding address keeps rejecting my mail?

Check that the address is spelled correctly and that the receiving mailbox is not full. Ask the person who owns that address to check their spam folder — forwarded mail sometimes lands there. If the receiving email provider is blocking your Outlook account, you may need to contact their support team or choose a different forwarding address.

Does forwarding work if I'm offline or my computer is shut down?

Yes. Forwarding happens on Microsoft's servers, not on your computer. As long as your Outlook account is active and the forwarding rule is enabled, mail will forward whether your computer is on or off.

Can I forward mail to a Gmail address or other email provider?

Yes. You can forward to any email address, regardless of the provider. Outlook will forward to Gmail, Yahoo, corporate email, or any other service. The receiving address must be valid and accepting mail.

If I delete a message from my inbox, does it still get forwarded?

No. Forwarding happens when mail arrives. If you delete a message before the forwarding rule processes it, that message will not be forwarded. Forwarding rules run automatically on incoming mail, not on messages you've already received and deleted.