Automatic Forwarding

How to Forward Email

Before you begin: what's allowed

You can forward email to colleagues and addresses within [Organization Name] (for example, someone@camosun.ca).

You cannot forward email to external providers such as Gmail, Yahoo, Outlook.com, or personal addresses. Doing so does not meet our regulatory, privacy, and security requirements, and Microsoft also restricts it. If you try, the message may be blocked and you may receive a delivery failure notice.
Please be aware Microsoft restricted mail forwarding on Microsoft365.
Read article - Microsoft's recent change to email forwarding 

If you need to share information with someone outside the organization, please contact [IT Service Desk / your manager] for approved options.

Automatically forward all incoming email

Use this if you'll be away or want a colleague to receive your mail. Forward only to an internal address.
 

Outlook on the web / new Outlook

  1. Select Settings ( . . . icon) > Mail > Forwarding

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  2. Turn on Enable forwarding.
     
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  3. Enter the internal email address to forward to.
  4. Optionally, tick Keep a copy of forwarded messages so mail also stays in your inbox.
  5. Select Save.

Outlook desktop (classic)

  1. Select File > Manage Rules & Alerts > New Rule.
  2. Under "Start from a blank rule", choose Apply rule on messages I receive, then Next.
  3. Leave all conditions unticked to forward everything (select Yes if prompted), then Next.
  4. Tick forward it to people or public group.
  5. Click the blue "people or public group" link, choose the internal recipient, then OK and Next.
  6. Name the rule (e.g., "Forward to [Name]"), make sure Turn on this rule is ticked, and select Finish.

To turn forwarding off: go back to the same setting (or Manage Rules & Alerts) and disable or delete the rule.

Troubleshooting

Problem What to do
I got a "delivery failed" or "blocked" message The address is probably external. Forward only to an address within [Organization Name].
The forwarding option is missing or greyed out Your account may be restricted by policy. Contact the Service Desk.
Forwarded mail isn't arriving Check that the address is spelled correctly and look in the recipient's Junk folder.
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