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How to Auto Forward Emails in Outlook Mac

How to Auto Forward Emails in Outlook Mac
How to Auto Forward Emails in Outlook Mac

Forwarding emails in Outlook for Mac is a game-changer if you’re juggling multiple inboxes or want to keep teammates in the loop.

Whether you're setting up auto-forwarding for vacation coverage or creating a rule for out of office messages, Outlook's built-in rule system makes it simple.

In this guide, we'll show you exactly how to forward email from Outlook for Mac, and throw in a few pro tips for smooth sailing.

What is email forwarding in Outlook for Mac?

Alright, let’s clear the air—forwarding and redirecting may sound like tech twins, but they're not quite the same.

  • Forwarding sends the message to another address but marks it as coming from you. The recipient sees it like any other message you’d send.
  • Redirecting keeps the original sender's info intact. So, the new recipient sees it just as if it were sent directly to them.

When to use which?

  • Forwarding: Great for quick shares and when you want to add context.
  • Redirecting: Perfect for delegation or rerouting emails without changing their origin.

These options are part of Outlook’s rule-based automation, meaning once you set them up, Outlook does the work for you—even while you’re sipping coffee.

Accessing email rules in Outlook for Mac

Before you can tell Outlook to forward or redirect emails, you’ve got to know where to click.

Here's how to find the rules section:

  1. Open Outlook for Mac.
  2. Click the Home tab at the top.
  3. Tap the Rules button in the ribbon (usually center screen).
  4. Choose Edit Rules from the dropdown.
  5. On the left, make sure your mailbox is selected under Server Rules.
  6. Click the plus (+) sign near the bottom to add a new rule.

Voilà! You’re now inside the rule editor and ready to customize your email workflow.

Creating a forwarding rule in Outlook for Mac

This is where the magic happens. Let’s walk through setting up a forward or redirect rule from scratch:

  1. Name the rule. Something like “Forward email” will do the trick.
  2. Under When a new message arrives that meets all these conditions, change the From dropdown to All Messages.
  3. Now, under Do the following, change the action from Move to Folder to:
    • Redirect to if you want the original sender preserved.
    • Forward to if you want the message sent from you.
  4. Enter the email address where the message should go.
  5. Be sure to check:
    • Do not apply other rules to messages that meet the same conditions
    • Enabled
  6. Click OK.

Now your new rule should be listed with a checkbox next to it. Click the red dot at the top-left corner to exit and save.

Advanced forwarding options

Outlook rules are flexible, and that’s where things get fun. Some power-user options:

  • Disable other rules: Prevent multiple rules from acting on the same email by checking the box for Do not apply other rules.
  • Enable/disable rule easily: Uncheck the box next to the rule name in the list to pause it without deleting.
  • Rule priority: Rules are executed from top to bottom. Drag them up or down to set which ones run first.

Use these tools wisely, especially when you’ve got several automation rules humming in the background.

Testing your forwarding rule

Don’t just set it and forget it. You’ll want to confirm that it’s working:

  1. Send a test email to your Outlook address.
  2. Check the target inbox to see if it arrived.
  3. Review the email header to make sure the forwarding or redirecting acted the way you wanted.

If nothing shows up, double-check:

  • Rule is enabled
  • You typed the correct email address
  • You saved the rule and applied it to the correct mailbox

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Troubleshooting & FAQs

Even Outlook has its off days. Here’s how to deal with problems:

Why isn’t my rule working?

Make sure you’re using a Microsoft Exchange account. Some features like server-side rules won’t work on IMAP/POP accounts.

Double-check that your Outlook version supports server rules.

Can I forward emails to more than one address?

Unfortunately, Outlook for Mac’s GUI doesn’t allow multiple forward addresses in a single rule. You’ll need to set up separate rules or use a distribution list.

What does “Do not apply other rules” actually do?

It ensures that once the email is forwarded or redirected, it won’t get caught by any other rule you’ve set up. Super handy for keeping things tidy.

Are forwarded emails saved in Sent Items?

No, not by default. Forwarded messages via rule don’t appear in your Sent folder. If you need a trail, consider copying yourself on the rule or setting up manual forwarding.