Outlook 2010 - Forward Your Email (Taught students)

Introduction

This guide is for taught students. If you are a member of staff or postgraduate research student who has been upgraded to the new Exchange 2010 email server|, please see Outlook 2010 - Forward Your Email (Staff and PGRs)|.

A number of students have alternate email addresses maintained by other organisations, for example Google or Yahoo, or with other universities or colleges worldwide.

If it is more convenient to use the alternate email address when away from the LSE, you can set up your LSE mailbox to forward your email to any other valid email address.

Final year students can re-route their email messages from the time they finish their course at the LSE up until the time their LSE email address terminates.

In Outlook, you can use the Rules and Alerts command or the Out of Office Assistant to automatically forward incoming email to another email address. This approach can also be used to forward internally to another Exchange mailbox or to an external address.

Outlook rules and alerts

The Rules and Alerts feature allows users to apply a variety of actions to messages that are triggered by various conditions that messages may meet.

For example, a rule can be created to move messages to a particular folder (the action) when new email arrives from a specified sender (the condition). Many rules only operate when Outlook is running. These are called "client-only" rules. Some rules, that usually involve basic conditions and actions, can be run by the email server and will continue to operate even after Outlook is closed. A message forwarding rule can be set up to operate this way.

Forward without notification

You should use this method if you do not want people sending you email to be aware that your mail is being forwarded, nor that you have an alternate email address.

To set forwarding without notification:

1. Click File | Select the Info Manage Rules & Alerts. The Rules and Alerts tab will pop up. If a window appears asking whether to keep "Client" rules or "Server" rules, click on the Server button.

2. In the Rules and Alerts dialog box, click on the New Rule... icon to display the first step in the rule creation wizard.

Rules and Alerts

3. In the Start from a blank rule section, select Apply rule on messages I receive and click NextThe second step in the rule creation wizard will be displayed. This step lets you set conditions

Rules Wizard

4. For the rule to apply to all incoming messages, make sure that none of the conditions are ticked and click on the Next button. A warning message will be displayed.

Warning message

5. Click on the Yes button to confirm that you want the rule to be applied to all incoming email. The third step in the rule creation wizard will be displayed. This step lets you set actions.

6. In the list of actions, tick redirect it to people or distribution list. (Do not tick "forward it to people or distribution list" as this option is a client only action and requires Outlook to be running for it to work.)  The redirect statement will be added to the rule description area.

7. In the rule description area, click on the blue underlined phrase people or distribution list to set the address to send messages to.  The Rule Address dialog box will be displayed.

8. An internal address can be selected by choosing it from the list in the left pane and clicking on the To button. An external address can be typed directly into the right pane.

9. After specifying the address to forward to, click on the Next button

10. The redirect action only forwards a copy of the incoming mail to the specified destination. The original message will remain in your LSE Inbox.  To avoid a build up of forwarded mail in your Inbox, it is recommended that you also tick the delete it option.  This will only delete the LSE copy of the message and not affect the forwarded copy. (Do not tick the "permanently delete it" option as this option is a client only action and requires Outlook to be running for it to work.)

Note: Selecting the delete option in addition to the redirect option will forward a copy of the incoming message and then move it to the Deleted Items folder. It will remain there until the Deleted Items folder is emptied. Messages in the Deleted Items folder count towards the size of the mailbox and can cause the mailbox to go over quota. Emptying the Deleted Items folder regularly will prevent this from happening. The Deleted Items folder can also be emptied via the web email service by clicking on the "Empty Deleted Items Folder" button.

11. Specify a name for your rule and then click on the Finish button. The rule will be listed in the Rules and Alerts window.

12. Click on the OK button.

Forward with notification

Using this method to forward mail from your Microsoft Exchange Inbox automatically informs your correspondents of your alternate email address along with an appropriate message.

To set forwarding with notification:
1. Click File tab | Automatic Replies. The Automatic Replies dialog box will appear

Automatic Replies

2. In the dialog box, click on the I am currently Out of the Office button.

3. In the rectangular text box headed AutoReply only once to each sender with the following text, type in your message, for example:

I am currently out of the School and will be unable to answer emails until Monday 10th October 2010.

Please contact My Colleague (email m.colleague@lse.ac.uk|) if you have any urgent enquiries.

Alternately, if you have a request for information as defined by the Freedom of Information Act, Data Protection Act or Environmental Information Information Regulations, please contact the School's Freedom of Information Officer (email r.e.maguire@lse.ac.uk|) or check our Publications Scheme for information that is already available http://www.lse.ac.uk/resources/LSEPublicationScheme/

This text will be sent to your correspondents automatically on receipt of their email in your LSE mailbox.

4. Click on Add Rule button to display the Edit Rule dialog box.

5. In the Perform these actions section of the Edit Rule dialog box, click in the  Forward check box (located three rows from the bottom of the dialog box) until a tick or check mark appears and the To: text box to the right of it brightens up.

6. Click on the To button to specify an address to forward to and the Choose Recipient dialog box will be displayed.

7. An internal address can be selected by choosing it from the list in the left pane and clicking on the To button. An external address can be typed directly into the right pane.

8. After specifying the address to forward to, click on the OK button to return to the Edit Rule dialog box.

9. From the drop-down list next to Method, select the option Leave message intact.

Note: DO NOT use the Standard option under Method as it can cause problems with your LSE mailbox if the address being forwarded to is unreachable. Use of the "Standard" option may result in your LSE mailbox being removed from the system, should problems arise. 

10. The Forward action only forwards a copy of the incoming mail to the specified destination. The 'original' message will remain in your LSE Inbox. To avoid a build up of 'forwarded' mail in your Inbox it is recommended that you also tick the Delete option in the Perform these actions section of the Edit Rule dialog box.  This will only delete the LSE copy of the message and not affect the forwarded copy.

Note: Selecting the "Delete" option and the "Redirect" option will forward a copy of the incoming message and then move it to the Deleted Items folder. It will remain there until the Deleted Items folder is emptied. Messages in the Deleted Items folder count towards the size of the mailbox and can cause the mailbox to go over quota. Emptying the Deleted Items folder regularly will prevent this from happening. The Deleted Items folder can also be emptied via the web email service by clicking on the "Empty Deleted Items Folder" button.

11. Click on the OK button at the top right of the Edit Rule dialog box.

12. Click on the Yes button in the message box asking you to confirm the action.  The Inbox Assistant dialog box will be displayed with your forwarding rule listed.

13. Click on the OK button to return to the Microsoft Outlook window.

Cancel a forwarding rule

When you return to LSE and have regular access to your email, you will need to cancel the forwarding rule.

To cancel a forwarding without notification rule:
1. Click File tab | Rules and Alerts. The Rules and Alerts dialog box will appear

2. Select the rule you wish to cancel and click on the Delete icon. A warning message will be displayed

3. Click on the Yes button to confirm that you want the rule to be deleted

Delete Rule

To cancel a forwarding with notification rule:
1. Click File tab  and then under the Automatic Replies section click Turn off

Turn off Automatic Replies

Important: You should test that your forwarding rule has been cancelled by sending yourself an email at LSE and checking that it arrives in your LSE Inbox.

Forwarding Email via Web Access

To forward email via web access, you should use Internet Explorer in order to see the Rules button

1. On the Web Access to Email page|, enter your username and password and click Sign In

2. At the bottom of the left pane, click on the Rules button. 
 Rules

3. On the Rules toolbar, click on the New button to display the Edit Rule dialog box.

4. Select the Forward it to box, click in the text box and specify the address to which you wish to forward incoming mail. 

Edit Rule

Note: This action only forwards a copy of the incoming mail to the specified destination. The original message will remain in your LSE Inbox. To avoid a build up of forwarded mail in your Inbox, it is recommended that you also remove the tick from the Keep a copy in my Inbox box.

5.  Click on the Save and Close button. You may be warned that the rule will act on all incoming messages.

 Rule warning

6. Click the OK button to display the new rule in the Rule Name column.

Rules
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