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Collaboration Services: Forward E-mail from Departmental Account

To forward your departmental e-mail, it is necessary to create a local group in Outlook Web App (OWA) containing everyone who should receive the forwarded mail, then establish a rule telling OWA to forward all incoming mail to that group.

To Create the Group

  1. Log in to OWA using the credentials of the departmental e-mail account.
  2. Click Contacts in the navigation pane.
  3. Click on New in the contact toolbar and select Group. A window will open for you to enter information about the group.

    The Group option located in the New submenu of the contact toolbar.

  4. Type a name for the group in Group Name.
  5. Click Members and the Global Address list (GAL) will open for you to find names to add.

    The New Group window. An appropriate group name should be entered into the Group Name field.

    To add group members from the GAL:
    1. Type the name you want to search for in the search box, and click on the little magnifying glass.
    2. Click on the name and then click Members at bottom of the window. The name will show up in the field next to Members.
    3. To add more names, repeat steps 1 and 2.
    4. When finished adding names, click on OK.

    The Global Address List. After searching in the Search Bar, the desired person's box is selected, and their name has been added to the Members field.

  6. Back in the add group contact window, click on Add to Group to add the names to the group. The names you added will appear as a list under Name.
  7. Click Save and Close when you are done. Your new group contact will appear in your contact list.

    The New Group window showing the newly-added members of the group.

You can repeat these steps at any time to add, delete or modify group members.

To Forward to Desired Recipients

  1. Click on Options.
  2. Click Create Inbox Rule in the drop down menu.

    The Create an Inbox Rule option in the Options dropdown menu.

  3. Click New. This opens the New Inbox Rule window.
  4. In the When message arrives, and: drop down menu, select Apply to all messages.

    The [Apply to all messages] option in the dropdown menu for Apply this rule When the message arrives.

  5. In the Do the following: drop down menu, select Redirect the message to. This will open the Global Address List window.

    The Do the following submenu, in which the option Redirect the message to... should be selected.

  6. Click Contacts, and double click the group you created above. Click OK.

    The Global Address Book. Under My Contacts, the Contacts option should be selected, and then the appropriate group should be selected.

  7. Back in the New Inbox Rule window, click Save.

All e-mail delivered to the departmental account will now forward to the members of the group you established. To add, remove, or modify who receives e-mail forwarded from this account, simply add, remove, or modify the members of the group in OWA.

Last Updated: 8 November 2011

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