How to create a (RULE) in Outlook to forward mails?

Last Updated on November 14, 2022 by Amit Bansal

Under this context the purpose is to organize your Outlook email efficiently, redirecting emails (one by one) to a specific folder or to the concerned person is time confusing process.

Outlook Rules manages this problem automatically, you have to inject the inputs accordingly.

Most of the time when you are not in access to your Outlook account, and a certain type of email need your attention and is also required to forward to the concerned person, at that time rules play their role.

In this article, you will learn step by step “How to forward or redirect email messages

How to automatically forward emails in Outlook?

By using a rule that you create, Outlook can examine each message that you receive for certain characteristics and then automatically forward or redirect the message that matches the characteristics to another e-mail account.

Here you will understand step by step process of How Outlook forward specific emails received in their inbox to other email addresses.

  • Open Outlook >> Click the File tab, then click on Manage Rules & Alerts.
Manage rules and alerts
  • Rules and Alerts dialog box appears, From the “E-mail Rules” tab, choose “New Rule”.
New Rule outlook
  • Countdown begins from this step, before creating a rule you must think twice about what you need to accomplish.
  • Rules wizard appears >> Click Apply New rule on messages I received from the start from a blank rule section >> Click Next.
Apply rule when new message received
  • The next step brings multiple conditions you like to check in case you like to forward the entire inflow leaving everything unchecked. In this scenario you wish to only forward certain messages, you can select conditions for each message.
which condition do you want to check

Selection of the required category is important like an email received with a specific word or account, (you can select multiple options also),

Below are a few instances:

  • Select “with a specific word in subject and body“, your selection will be displayed in the step two section.
  • Click specific words from the step two-section, which drag you to add the word or phrase, and click Add >> Click Next.
specific word rules
  • Check “Forward it to people or public group“. In the lower pane, click the people or public group link.
Forward to people or public group
  • This opens up the “Rule Address” list of the email addresses or distribution list, select the email address or group, and double click on it >> OK, you can also type the complete email address in the To section directly, in case the email address is not available in your contract list.
list of emails and group
  • The Next step is the exemption section, the normal scenario if a portion is skipped, click next without checking any option.
Final rule report
  • The final Rule report appears, from the above give your rule a name under “Specify a name for this rule” and check the box for “Turn on this rule” to start forwarding messages now.
  • Click “Finish” and you’re done.

Use rules to automatically forward messages to a Specific Folder

How to create a rule in outlook to forward emails to a folder?

The above method helps the user to redirect emails received and matches the criteria of the rule in Outlook, in some cases, the flow of emails in the Outlook Email Account required proper arrangement.

Most of the emails from banks, clients, and investment are sometimes unseen, the best part is Microsoft Outlook allow users to manage and redirect specific email, categorized in rule, to the folder.

The steps are majorly similar to the above example:

  • Open Microsoft Outlook >> Click the File tab, then click on Manage Rules & Alerts.
Manage rules and alerts
  • Rules and Alerts dialog box appears, From the “E-mail Rules” tab, choose “New Rule”.
New Rule outlook
  • Countdown begins from this step, before creating a rule you must think twice about what you need to accomplish.
  • Rules wizard appears >> Click Apply New rule on messages I received from the start from a blank rule section >> Click Next.
Apply rule when new message received
  • The next step brings multiple conditions you like to check, here you need to forward an email received from a specific email address and forward it to the folder.
  • Which condition(s) do you want to check? Every user has their own scenarios, tick the check box next to each condition that you want the incoming message to match.
which condition do you want to check
  • The next step is “what do you want to do with your message”, here you have to select either of the options according to your choice, (1) move to the specific folder (2) or move a copy to the specific folder.
  • Once you select anyone” Under Step 2: Edit the rule description, click specific, which walks you through a selection of a folder, in case you didn’t have a separate folder you can create a new one.
move it to the specific folder
  • Name the folder and select the email address you need to associate the folder with.
create new folder
  • Click Ok, name of the folder appears in the step 2 section.
  • The Next step is the exemption section, the standard scenario if a portion is skipped, click next without checking any option.
  • The final Rule report appears, from the above give your rule a name under “Specify a name for this rule” and check the box for “Turn on this rule” to start forwarding messages now.
rule wizard finish
  • Click “Finish” and you’re done.

That’s an example to create an Outlook rule to forward Emails to Folder.

Both the scenario above is designed to redirect or forward the email specified by the rule in outlook and forward to a specific account or folder.

Related articles:

Amit Bansal

Hello, my name is Amit Kumar Bansal, and I am the founder of MailSmartly.com. Through this blog, I focus on Microsoft Outlook, offering insightful and informative content. Additionally, I produce educational videos on YouTube to further enhance the understanding of my audience. visit my YouTube Channel

View all posts

Leave a Comment