Outlook 2010 - Forward Your Email (Staff and PGRs)

Introduction

This guidance is for staff and postgraduate students who have been upgraded to the new Exchange 2010 email server|. If you are a taught student, see Office 365 Guides|.

A number of staff and 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 |  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.

serverrules

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 public group. (Do not tick "forward it to people or public group" 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 public group to set the address to send messages to.  The Rule Address dialog box will be displayed.

8. Choose an internal address by clicking on it in the main window, then clicking the To-> button at the bottom of the window. The name will appear in the To-> field. Alternatively, you can manually type in an email address in the To-> field.

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. Check any exceptions you wish to apply to this rule and click Next

12. Specify a name for this rule and click Finish

rules02

13. Click on OK. You can then test that your email is redirecting by emailing yourself at your LSE email address, and ensuring that you receive the test email in the inbox for the redirect email address you specified.

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 | 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

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

  rules03

2. Click Send Automatic replies

  • If your notification has no set dates and times, make sure the only send during this time range tickbox in unticked
  • If your notification does have a set start and end time, tick the only send during this time range tickbox and set the start and end times as required.

3. In the rectangular text box headed Automatically reply once to each sender with the following messages, 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.

Alternatively, 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. Each sender will only receive your automatic reply once for the duration of any given notification.

Note that you can set different messages for internal correspondents (LSE email addresses) by clicking the Inside my organization tab and typing your message, or external correspondents (non-LSE email addresses) by clicking the Outside my organization tab and typing your message.

4. Click on the Rules button. The Automatic Reply Rule dialog box will open.

5. Click on Add Rule. The Edit Rule dialog box will open.

rules04

6. In the Sent To text box, enter your LSE email address.

7. In the Perform these actions section, tick the Forward tickbox, then choose a recipient. You can click the To... button to select an address from the School's address book, or type a non-LSE email address directly into the text box.

8. In the Method dropdown menu, choose 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 "Forward" 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 OK in the Automatic Reply Rules dialog box  You will be returned to the Automatic Replies window.

13. Click on the OK button to return to the Microsoft Outlook window. You can now test that your email is redirecting by emailing yourself at LSE and ensuring that you receive an automatic reply, and that the test email is delivered to the redirect inbox you specified.

Cancel forwarding with notification

  1. Click File | Automatic Replies The Automatic Replies dialog box will appear.
  2. Click the Do not send automatic replies radio button. Click OK.

    rules05
  3. You can test that your forwarding with notification 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

1. Open an internet browser and go to mail.lse.ac.uk|
Log in using your LSE username (not your email address) and password.

2. At the top right of the window, click Options | Create an Inbox Rule. The Inbox Rules dialog box will appear

rules06

3. Click on the down arrow next to the New button. Click Select a new rule for arriving messages. The New Inbox Rule dialog box will appear.

rules07

4. From the dropdown menu under When the message arrives and: choose it was sent to. The address book will open.

5.  Select your LSE email address and click on the To-> button at the bottom of the screen. Click OK.

rules08 

6. Many options, including the option to forward your email, are hidden. To see the hidden options, click on More Options...

 rules09

Additional options will appear in the dropdown list.

rules10

7. Click Forward, redirect or send | Forward the message to... The Address Book will appear. Choose an LSE address and click To-> or type a non-LSE email address into the To-> field. Click Save

8. You will see a warning notice. Read it carefully to be aware of what is about to happen. When you are happy with your rule and want to proceed, click OK

9. Test that your rule works by logging out of Outlook Web App and emailing yourself, or asking a colleague to send you a test email. Check your main Outlook inbox and your alternative email address to check that the mail has arrived and your rule is working correctly.

You can delete a rule by clicking on it in the Rules list and clicking Delete

You can edit a rule by clickig on it in the Rules list and clicking Details

You can suspend a rule to use it at a later date by unticking it in the Rules list.

Share:Facebook|Twitter|LinkedIn|