Oct 252012

How to forward emails from outlook to another email account

In many offices email access is provided by MS exchange servers to their employees, and email account is configured on generally through outlook. In office it works fine but problem started when you want to access your emails from outside using web interface.

Most of companies web interface is very poor and also email, viewing, attachment is very difficult as UI is old and poor. Also there are some restrictions using MS exchange as server capacity limitations you are provided low inbox and server memory capacity. After few days if you are using bulk emails your emails showing error that mail capacity is full, delete your old emails or archive them. If you archive your old emails they saved inside your local machine’s hard-disk as .pst file in this locations- C:\Users\user name\AppData\Local\Microsoft\Outlook.

But you can not access these emails after you have archive them, because these emails moved from your server to your computer’s hard disk.

But there is a solution How to forward emails from outlook to access your all emails on another email account without changing your original MS Exchange email account name.

You can do two things either forward your emails from outlook or redirect your emails to another email account e.g. Gmail, Yahoo, Outlook.com etc.

When you forward emails from outlook  you will receive the email with subject starting FW: or Fwd: and your email formatting will also may change. In senders name your MS Exchange email address will appear.

But if you choose as redirect your emails to any other account then it will see like that emails directly reached your second email account with original sender without changing any thing.

As MS Exchange servers not support IMAP and POP ( I have checked mine, you may have another settings, please chaeck your IT administrator) you can use redirect option is outlook.

You can Follow these steps for forward emails from outlook-

  1. Click Mail in the Navigation Pane.
  2. On the Tools menu, click Rules and Alerts.
  3. If you have more than one e-mail account in your Outlook e-mail profile, then in the Apply changes to this folder list, click the Inbox to which you want the new rule to apply.
  4. Click New Rule.
  5. Under Start from a blank rule, click Check messages when they arrive, and then click Next.
  6. Under Step 1: Select condition(s), select the check box next to each condition that you want the incoming message to match. For easiness one you can select this condition ” your name in To and CC field”
  7. Under Step 2: Edit the rule description, click the underlined value that corresponds to the condition, and then select or type the necessary information for the condition. (If you have chosen another options also except your name in To and CC field.)

Example: Redirect each incoming message whose subject contains the words “Contoso Pharmaceuticals”

  1. Click Next.
  2. Under Step 1: Select action(s), select the redirect it to people or distribution list check box.
  3. Under Step 2: Edit the rule description, click people or distribution list.
  4. In one of the address lists, double-click the name or distribution list to which you want to redirect the messages, and then click OK. you can choose from your local contacts also, you can first add an email to your contacts list then select that contact.
  5. You can also choose delete the emails with redirection , so that that email arrives in your Inbox automatically goes to delete folder. And you can delete emails time to time. Because in local machine you have not permission to permanently delete your emails or move them automatically to local folder. There is only this draw back in this redirection feature. But your most of work has been done as you do not required to archive them time to time and also these emails are available your at any where using your second email account.
  6. Click Next twice.
  7. Under Step 1: Specify a name for this rule, type a name.

To run this rule on the messages that are already in your folders, select the Run this rule now on messages already in “folder check box.

To apply this rule to all your e-mail accounts and inboxes, select the Create this rule on all accounts check box. This option is grayed out if you do not have more than one e-mail account or Inbox.

  1. Click Finish.
Now half of the work has been finished now you are able to receive emails on your secondary email account , but you also want to send new emails using your secondary emails without changing your original emails associated with your MS Exchange server. Your clients, customers, friends, office collegue also known you by your existing email.
The solution of this is that you can configure your old email to any another account, for gmail setup you can see my this Post that how to send emails from another account using Gmail. Actually when you add an email address to Gmail or Outlook.com it will send a confirmation email to your old email account to verify that you owns that account. After verifying that email has been added to your From- Field.
When you send emails using that email Id your emails are handled and send by using Gmail etc. only using the name of your secondary email. That’s yo may receive an email showing in From field – From newemail@newdomain.com on behalf of oldemail@olddomain.com.
But your purpose has solved as now you can receive emails on different email Id and also can send emails using that Id without changing your original email.
You can see the following screen shots –
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