In Microsoft Outlook for Windows, or in Outlook Web App (OWA), how do I automatically forward all of my IU email to another address?

Important:

Before setting your IU email address to forward to a non-IU service (e.g., Gmail, Hotmail, Yahoo!), note:

  • UITS cannot guarantee email delivery to non-IU accounts, delays in delivery can occur, and the UITS Support Center may not be able to help with some problems concerning non-IU accounts. If your email forwarding fails for any reason, you may miss important official communications sent to your IU address for which you are still responsible.
  • Faculty, staff, residents, and students in HIPAA Affected Areas whose roles may require sharing protected health information (PHI) via email (e.g., Schools of Medicine, Dentistry, and Optometry) are not permitted to set up mail forwarding to outside accounts, as this could result in the violation of federal and state laws. For more, see HIPAA Privacy and Security.

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Outlook

Note:
These instructions apply to Outlook installations that are configured to access an Indiana University Microsoft Exchange Server mailbox.

You can use Outlook Inbox rules to handle all incoming mail so you can easily forward, filter, or move it. To do so in Outlook 2016 or earlier:

  1. In Outlook 2016, 2013, or 2010, from the Home tab, select Rules, and then Manage Rules & Alerts....
  2. From the Rules tab, choose New Rule....
  3. Do not check any boxes under "Which condition(s) do you want to check?" Click Next.
  4. When asked, "This rule will be applied to every message you receive. Is this correct?", click Yes.
  5. If you do not want a copy left in your Inbox, check delete it .
  6. Check redirect it to people or distribution list, and then, in the lower pane, click people or distribution list. The "Rule Address" window will open along with the address book.
  7. To enter an email address, under "Specify to whom to forward", click in the right pane to position your cursor, and then enter the email address where you wish to forward your mail.

    You may also enter the full Internet address for a non-IU account where you want your mail to be forwarded, as in the following examples (replace username with your username):

      username@hotmail.com
    username@yahoo.com
  8. Click OK, and then click Next.
    Note:
    The action permanently delete it cannot be combined in a rule with the redirect it to people or distribution list action, since the latter is considered a server-only action. See step 5.
  9. Apply exceptions only if you do not want the rule to forward all messages. Click Next.
  10. Under "Please specify a name for this rule:", type something descriptive, such as:
    Forward all messages to Yahoo

    If you want all of the messages currently in your Inbox to be forwarded according to this rule, check Run this rule now on messages already in "Inbox". (Leaving it unchecked will forward all messages that arrive after you finish creating this rule.) If you want this rule to start working immediately, leave Turn this rule on checked.

  11. Click Finish, and then click OK to close the Rules Wizard.

Any mail sent to your Exchange mailbox will be forwarded to the address you listed in the above procedure. You may return to the Rules Wizard at any time to toggle this rule on or off.

Outlook Web App (OWA)

Note:
You can't add or edit rules in OWA Light.
  1. Log into OWA.
  2. Click the Options icon (round gear) at the top right.
  3. Click Options.
  4. Click Organize Email on the left.
  5. Under Inbox Rules, click the plus icon ("new").
  6. Select Create a new rule for arriving messages....
  7. Under "When the message arrives, and:", use the drop-down menu to select [Apply to all messages].
  8. Under "Do the following:", use the drop-down menu to select Redirect the message to.... The "Address Book" window will open.
  9. In the "To ->" field, enter the address to which you want to forward your email, and then click OK.
  10. In the "New Inbox Rule" window, click Save.

This is document adjp in the Knowledge Base.
Last modified on 2017-05-19 14:20:22.

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