How to Set Up Email Forwarding in Outlook

Applies to: New Outlook for Windows, Classic Outlook, Outlook on the Web
Article Type: How-To
Last Updated: 2026-07-10

Summary

If you are going on extended leave, managing a generic alias (like [email protected]), or transitioning to a new role, you can set Outlook to automatically forward every incoming email to another person. This guide shows you how to set up forwarding — and explains why IT might block you from forwarding to your personal Gmail.

Prerequisites

• You must be signed in to your work email via Outlook on the Web or the Outlook desktop app

Instructions

Method 1: Using Outlook on the Web (Recommended)

This is the most reliable method because the rule is saved directly to the Microsoft 365 servers. It works even when your computer is turned off.

1. Go to https://outlook.office.com and sign in.
2. Click the Gear icon (Settings) in the top right corner.
3. In the Settings window, go to Mail > Forwarding.
4. Check the box that says Enable forwarding.
5. Type the email address where you want your mail sent.
6. Important: Decide whether to check Keep a copy of forwarded messages.
   • Checked: The email goes to the new person, and a copy stays in your inbox. (Recommended so you have a record).
   • Unchecked: The email goes only to the new person and is deleted from your inbox.
7. Click Save at the bottom.

Method 2: Using Classic Outlook Desktop (Via Inbox Rules)

If you prefer to use rules to forward only some emails (e.g., only emails from a specific client), you can use the Rules wizard.

1. Open Classic Outlook for Windows.
2. Click File > Manage Rules & Alerts.
3. Click New Rule...
4. Under "Start from a blank rule", select Apply rule on messages I receive and click Next.
5. Select any conditions (like "from people or public group" if you only want to forward specific mail), or leave it completely blank to forward all mail. Click Next.
   • (If you left it blank, Outlook will warn you that this applies to all messages. Click Yes).
6. In the Actions list, check the box for forward it to people or public group.
7. In the bottom pane, click the blue people or public group link.
8. Type the email address of your coworker and click OK, then Next.
9. Add any exceptions (e.g., "except if it is marked as confidential"). Click Next.
10. Name the rule (e.g., "Forward to Sarah") and click Finish.

Why Can't I Forward to My Personal Email?

If you set up forwarding to a @gmail.com, @yahoo.com, or other external address, it might fail silently. The person emailing you might even receive a bounce-back message saying 550 5.7.520 Access denied, Your organization does not allow external forwarding.

This is by design. Most companies use Microsoft 365's default security policy, which completely blocks auto-forwarding to external addresses. This prevents disgruntled or compromised employees from secretly exfiltrating company data to their personal accounts.

If you absolutely must forward work emails externally for a business reason, you have to submit a request to your IT or Security department to create an exception for your account.

Troubleshooting

Symptom / Error	Potential Cause	Solution
Forwarding is set up, but emails aren't arriving	Corporate security policy	You are trying to forward to an external address, which is blocked by IT
Missing "Forwarding" tab in Settings	IT disabled user-managed forwarding	You must submit a helpdesk ticket asking IT to set up the forward on the server side
Inbox is empty when returning from leave	Forgot to check "Keep a copy"	You unchecked the box in Step 6, so all emails were moved, not copied
Infinite loop of forwards	Two accounts forwarding to each other	Ensure the target account is not set to forward back to your account

Related Articles

• How to Set Up Automatic Replies (Out of Office) in Outlook
• How to Share Your Outlook Calendar with Coworkers
• Understanding Mailbox Access Types

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