Master email forwarding in Office 365: A step-by-step guide

Contents of article

Email forwarding is a useful feature in Office 365 that allows you to automatically forward emails from one account to another. This can be especially helpful if you have multiple email accounts and want to consolidate them into one inbox. 

In this guide, we'll walk you through the steps of setting up email forwarding in Office 365. We'll cover both the web version and desktop version of Outlook, so no matter which platform you use, you'll be able to set up email forwarding easily. 

Understanding email forwarding in Office 365 

Before we dive into the steps of setting up email forwarding in Office 365, let's first understand what it is and how it works. 

Email forwarding is a feature that allows you to automatically forward incoming emails from one account to another. This means that any emails sent to the original account will be forwarded and delivered to the designated forwarding address. 

In Office 365, you can forward emails in two ways: "Forwarding" and "Redirect". The difference is simple. With "Forwarding", the email stays in your inbox while a copy is sent elsewhere. With "Redirect", the email is removed from your inbox, and only the copy is sent. 

The benefits of Office 365 email forwarding 

Setting up email forwarding in Office 365 offers many benefits for both individuals and businesses, including:  

• Efficient communication: With email forwarding, you can easily manage multiple email addresses from a single mailbox, saving time and effort in checking each account separately. This is particularly useful for businesses with multiple departments or employees who need to access a shared inbox.  

• Flexibility and convenience: With Office 365's web and desktop versions of Outlook, you've the flexibility to set up email forwarding on any device, making it convenient to manage your emails from anywhere. 

• Customization options: You can choose to forward emails based on specific criteria such as sender or subject line, allowing you to prioritize and organize your incoming emails effectively. 

• Saves storage space: If you have a limited storage capacity for your email account, forwarding emails to another account can free up space and prevent potential storage issues. 

Step-by-step guide to setting up email forwarding in Office 365  

Now that you understand the benefits of email forwarding, let's get into the practical steps of setting it up in Office 365.  

How to forward emails in Outlook 365 

1. Log into your Office 365 account, click Outlook, and go to the Settings menu. 

   
   

2. Select Mail from the list of options. 

   
   

3. Click on Forwarding under the Accounts section.

   
   

4. In the Forwarding tab, click on the Enable forwarding toggle switch. 

   
   

5. Enter the email address for forwarding in the designated field. 

   
   

6. If you want to keep a copy of forwarded messages in your Office 365 mailbox, select Keep a copy of forwarded messages. 

   
   

7. Click Save. 

How to forward Office 365 emails to Outlook on the web 

You can also set up email forwarding from your Office 365 account to Outlook on the web. This will also work in Outlook.com: 

N.B. This will also work in Outlook.com and the new Outlook for Windows.  

How to set up forwarding in the Microsoft 365 admin center 

If you're an Office 365 administrator, you also have the option to set up email forwarding for a specific user or group in the Microsoft 365 admin center:  

1. Log into the Microsoft 365 admin center. 

   
   

2. Click Admin > Exchange to open the Exchange Admin Center. 

   
   

3. Go to Users > Active users. 

   
   

4. Select the user or group that you want to set up email forwarding for.  

   
   

5. Click the Mail tab, then select Manage email forwarding. 

   
   

6. On the email forwarding page, choose Forward all emails sent to this mailbox and type in the email address where you want incoming emails forwarded. 

   
   

7. Select whether you want to keep a copy of forwarded messages in their mailbox or not.  

   
   

8. Click Save changes. 

Troubleshooting common issues with Office 365 email forwarding 

Even with straightforward steps, some users may encounter issues. Here are a few troubleshooting tips:   

• Unable to turn on email forwarding: If the toggle switch for email forwarding is greyed out, it could be due to security restrictions set by your organization. Contact your IT department for assistance.  

• Forwarding to external addresses not allowed: Some organizations may have policies in place that restrict forwarding to external email addresses. In this case, you'll need to speak with your IT department for options. 

• Forwarding emails from a specific sender not working: Check if the sender's address is added to a blocked list in your Office 365 mailbox settings. 

• Emails not being forwarded: Double-check that you've entered the correct forwarding address without any typos. Also, ensure that forwarded emails aren't landing in your spam or junk folder. 

Best practices for email forwarding in Office 365 

To make the most out of email forwarding in Office 365, here are a few best practices to keep in mind:   

• Regularly review and update forwarding addresses: Make sure to regularly review the email addresses you've set up for forwarding and update them as needed. This will ensure that important emails aren't being sent to an inactive or incorrect address. 

• Regularly review and update forwarding settings: As your email communication needs may change, make sure to review and update your forwarding settings accordingly. 

• Use filters and rules: Take advantage of Office 365's filtering and rule features to automatically organize forwarded emails into different folders or apply specific actions. 

• Disable forwarding when necessary: In some cases, it may be necessary to temporarily disable email forwarding. For example, if you're going on vacation or leaving a job, make sure to disable forwarding to avoid any potential security issues. 

• Be cautious with sensitive information: If you're setting up forwarding for work-related emails, be mindful of any confidential or sensitive information that may be included in these messages. Make sure to properly secure and manage access to your forwarded emails. 

• Avoid forwarding loops: A forwarding loop can occur when two accounts are set to forward emails to each other, leading to an endless cycle of forwarded messages. To prevent this, make sure the forwarding address isn't also set up with forwarding rules. 

Conclusion 

Setting up email forwarding in Office 365 is an effective way to manage multiple email accounts efficiently, enhancing communication and organization for individuals and businesses. By following these tips and best practices, you can optimize email forwarding in Office 365, streamline your communications, and maintain better control over your email flow. 

Discover our other guides below to see how you can maximize how you use your Office 365 emails, from setting up management rules to ensuring all your company email signatures are consistent across all devices.