As the admin of an organization, you might have company requirements to set up email forwarding for a user's mailbox. Email forwarding lets you forward email messages sent to a user's mailbox to another user's mailbox inside or outside of your organization.
Configure email forwarding
Before you set up email forwarding, note the following:
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Allow automatically forwarded messages to be sent to people on the remote domain. See Manage remote domains for details.
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Once you set up email forwarding, only new emails sent to the from mailbox will be forwarded.
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Email forwarding requires that the from account has a license. If you're setting up email forwarding because the user has left your organization, another option is to convert their mailbox to a shared mailbox. This way several people can access it. However, a shared mailbox cannot exceed 50GB.
You must be an Exchange administrator or Global administrator in Microsoft 365 to do these steps. For more information, see the topic About admin roles.
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In the admin center, go to the Users>Active users page.
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Select the name of the user whose email you want to forward, then open the properties page.
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On the Mail tab, select Manage email forwarding.
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On the email forwarding page, select Forward all emails sent to this mailbox, enter the forwarding address, and choose whether you want to keep a copy of forwarded emails. If you don't see this option, make sure a license is assigned to the user account. Select Save changes.
To forward to multiple email addresses, you can ask the user to set up a rule in Outlook to forward to the addresses.
- Open outlook>Home>Rules> Select Manage Rules & Alerts
- Select New Rule>Select Apply rule on message I receive located near the bottom of the list, then click Next.
- Click Yes when asked This rule will be applied to every message you receive.
- On the next list select the actions redirect it to people or public group and stop processing more rules
- Click the underlined phrase people or public group in the bottom part of the window.
- Type the email address to forward mail to in the To field, then click OK.
- Select Finish
Or, in the admin center, create a distribution group, add the addresses to it, and then set up forwarding to point to the DL using the instructions in this article.
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Don't delete the account of the user whose email you're forwarding or remove their license! If you do, email forwarding will stop.
Create a shared mailbox (article)
Change a user name and email address (article)
Control external email forwarding in Microsoft 365 (article)
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