Forward your IU email to another address using Microsoft Outlook or Outlook on the web

Important:

Before setting your IU email address to forward to a non-IU service (for example, personal 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. For more, see If you forward your IU email address and aren't receiving external email messages.
  • Faculty, staff, residents, and students in HIPAA Affected Areas whose roles may require sharing protected health information (PHI) via email (such as the Schools of Medicine, Dentistry, or Optometry) are not permitted to set up mail forwarding to outside accounts, as this could result in the violation of federal and state laws. You are permitted to forward your IU email to your IU Health (username@iuhealth.org) email account. For more, see HIPAA Privacy and Security Compliance.

On this page:

Outlook for Windows

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

In Outlook for Windows, 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. From the Home tab, select Rules, and then Manage Rules & Alerts....
  2. From the Rules tab, choose New Rule....
  3. In the Rules Wizard that opens, select Apply rule on messages I receive.
  4. Do not check any boxes under "Which condition(s) do you want to check?" Choose Next.
  5. When asked, "This rule will be applied to every message you receive. Is this correct?", choose Yes.
  6. If you do not want a copy left in your Inbox, check delete it.
  7. Check forward it to people or public group, and then, in the lower pane, select people or public group. The "Rule Address" window will open along with the address book.
    Note:
    Use the forward option instead of the redirect option, because the redirect option will cause messages to fail DMARC; for more, see Domain-based Message Authentication, Reporting & Conformance (DMARC).
  8. 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 to which 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
  9. Choose OK, and then Next.
  10. Apply exceptions only if you do not want the rule to forward all messages. Choose Next.
  11. Under "Please specify a name for this rule:", type something descriptive; for example, 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.

  12. Select Finish, and then select 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 for Mac

To forward your incoming mail in Outlook for Mac:

  1. In Outlook 2019 or Outlook 365 on Mac, at the top left, choose Outlook, and then select Preferences....
  2. Under "Email", select Rules.
  3. At the bottom of the window, select + (the plus sign).
  4. Next to "Rule name:", enter a descriptive name for the rule.
  5. Under "When a message arrives that meets all these conditions:", from the drop-down menu, select All Messages.
  6. Under "Do the following:", select Forward To:, and then enter the address to which you want to forward your email in the text box.
    Note:
    Use the forward option instead of the redirect option, because the redirect option will cause messages to fail DMARC; for more, see Domain-based Message Authentication, Reporting & Conformance (DMARC).
  7. Choose OK. Close the "Rules" window, and then, when prompted to save your changes, choose Save.

Outlook on the web

Note:
You can't add or edit rules in Outlook on the web Light.
  1. Log into Outlook on the web with your username@iu.edu address.
  2. Select the Settings icon (round gear) at the top right.
  3. Select View All Outlook Settings (bottom).
  4. In the first column, choose Mail. Then, in the second column, choose Rules.
  5. Under Rules, choose the plus icon ("Add new rule").
  6. Give your new rule a name that you can easily recognize, such as "Mail forwarding".
  7. Under "Add a condition", use the drop-down menu to select Apply to all messages.
  8. Under "Add an action", use the drop-down menu to select Forward to, and enter the desired email address in the box that appears to the right.
  9. When finished, choose Save.
    Note:
    Use the forward option instead of the redirect option, because the redirect option will cause messages to fail DMARC; for more, see Domain-based Message Authentication, Reporting & Conformance (DMARC).

This is document adjp in the Knowledge Base.
Last modified on 2023-08-11 16:07:37.