Taking Time Off…? Forward your emails to someone else…!

If you are planning to take some time off and want to forward your emails to someone else while you are away, there are two ways to do it.

Quick & Easy Email Forwarding.

The quick and easy way is to give us a call and we’ll configure email forwarding on the server for you. When you come back, don’t forget to give us a call so we can disable the forwarding!

Email Forwarding with Outlook Rules

If you prefer to manage the email forwarding yourself, or have more complex requirements on what you want to forward, then use Outlook Rules. Take these steps to forward email to another person:

Step 1 – Open Outlook 2007, and make sure you are logged in to the email server. You should see the words ‘Connected to Microsoft Exchange’ in the bottom right corner of the Outlook 2007 software.

Step 2 – From within Outlook, navigate to Tools > Rules and Alerts  on the menu. A new ‘Rules and Alerts’ window appears. On this window, press the New Rule… icon, towards the top right of this new window.

Step 3 – The Rules Wizard window appears. Press the “Check messages when they arrive” option from under the “Start from a blank rule” section, and press Next.

Step 4– If you wish to forward ALL emails that you receive to one or more email addresses, DO NOT TICK any of the “Select Conditions” boxes and press Next. You will receive a warning that no conditions have been selected and will be asked to confirm that your rule will apply to all messages.

Step 5 – Now you can choose the actions to be performed and here you should choose the ‘forward it to people or distribution list’ option. Now click on the blue “people or distribution list” item at the bottom half of the Rules Wizard window and then highlight the group or individuals whom are to receive the emails.

Step 6 – Unless you are an advanced user or wish to set up any exceptions, ignore the boxes on the next “Are there any exceptions?” window and press next once more.

Step 7 – The final screen of the Rules Wizard appears. Be sure NOT to run the rule now on items already in Inbox but DO “Turn on this rule” when you are ready to enable the forwarding.

NOTE: The guide is intended only for our clients that use Outlook 2007 and our own Hosted Exchange Server email service. If you are in any doubt about whether this guide applies to you, please give us a call at Computer Support Norwich on 01603 7481902 and we’ll be pleased to advise you further.

Further information can be obtained here: http://office.microsoft.com/en-us/outlook-help/automatically-forward-my-messages-to-another-e-mail-account-HA010227668.aspx