Are you planning a vacation or going out of the office for a few days? During that time, you may want to keep an eye on important emails that may need your immediate attention. The usual way is that you add a work or secondary email address to your phone, but that can annoy you with hundreds of unnecessary emails. In such situations, you can always use auto-forwarding in Outlook messages.
Outlook provides several ways to automatically forward emails to a private email address. You can also set specific keywords like Notifications, Errors, Attention, etc., so that the service filters which emails to forward or not to forward.
In this post, we will talk about the top two ways to automatically forward emails in Outlook. Follow the steps below, set auto-forward in Outlook and only worry about important emails in your inbox. We will also talk about how to set automatic replies on Outlook.
Note: Outlook desktop app features vary across desktop platforms. For this post, we will be using Outlook Web to work on Mac, Windows, Linux, and Chrome OS.
Use Outlook Forwarding
Using Outlook’s default forwarding options, you can forward all email from your Outlook message to your main message. Go through the steps below to set it up.
Step 1: Navigate to Outlook Web on the desktop browser.
Step 2: Sign in with your Microsoft account credentials.
Step 3: Click the Settings icon in the upper right corner.
Step 4: Select View all Outlook settings.
Step 5: This step will open the entire Outlook Settings window.
Step 6: Navigate to Mail > Forward.
Step 7: Enable the forwarding option and enter the email that you want to forward Outlook email.
Step 8: Turn on or off the Keep a copy of forwarded messages option and press the save button at the bottom.
That’s it. From now on, you will see all your Outlook auto-forwarded emails to your other email address. But as I mentioned earlier, this method will forward all mail and can fill up your inbox. To avoid such problems, it is recommended that you use the Outlook Rules function to set certain rules for email forwarding.
Create Outlook Rules
Outlook Rules is one of the best additions in the Outlook service. Using Outlook Rules, you can create powerful and customizable rules to enhance the experience.
Step 1: Navigate to Outlook Web on a desktop browser and sign in with your Microsoft account credentials.
Step 2: Click the Settings icon in the upper right corner.
Step 3: Select View all Outlook settings.
Step 4: This step will open the entire Outlook Settings window.
Step 5: Navigate to Mail > Rules.
Step 6: Select the ‘Add New Rule’ option. Add the relevant name to the rule and go to the condition option.
Step 7: You can choose from a range of conditions like Topics, Keywords, Market to, People, etc. For example, I selected ‘Theme or what to include’ and added Important, Urgent , Error in the ‘Search words’ section.
Step 8: You can add as many Conditions as you want to the rule. For example, you can add another condition with “Message included” and add related words to search.
Step 9: After adding relevant conditions, scroll to Add action and select Route > Forward to. Select an email address to which you want the email to be forwarded.
You can also add an exception to a rule. Click ‘Add an exception’ and set a separate condition for it. Hit the Save button in the bottom corner and you’re good to go.
From now on, whenever an email arrives with a relevant content subject or keyword, Outlook will run the rule and act accordingly.
Delete rules
After your intent ends, you may need to delete the rule so that Outlook stops forwarding future emails. Follow the steps below to delete an Outlook rule.
Step 1: From the Outlook web, go to Outlook Settings > Email > Rules.
Step 2: Click on the small delete icon and delete the rule from Outlook.
Set auto reply
Outlook also allows you to set automatic replies to let recipients know that you’ve received their message and plan to return with a matching reply soon. Follow the steps below to set automatic replies on Outlook.
Step 1: Open Outlook Web and click on the Settings icon in the upper right corner.
Step 2: Go to Mail > Automatic Reply.
Step 3: Turn on auto reply. Select a time frame to run Outlook mail auto-reply.
Step 4: You can also enable Send replies only to contacts ignoring emails from other contacts and sending auto replies only to contacts.
I love how Outlook offers a rich text editor to customize your autoresponder responses. You can play with bold, italic, underline and even use different colors.
Use Outlook like a pro
Outlook is a great email service. It even works better with a Microsoft 365 subscription as this add-on removes all unnecessary ads from the platform. On top of that, it is full of useful functions like auto-delete, auto-forward etc using Outlook Rules function.
Next: Did you know you can add Zoom meetings to Outlook Calendar and Google Calendar? Read the article below to learn how to do that.
Categories: How to
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