Information Technology Services
Information Technology Services

Forwarding Emails to Another Email Account in Outlook 2013 

This tutorial teaches you how to forward all your emails to an external address such as Hotmail or Gmail

If you are considering forwarding your email to another email account, please consider:

  • The Exchange Calendar depends on email to create, accept, and decline meetings.
  • There is a 5GB quota on your Exchange Email account.  If you leave copies of your email on the server your could exceed your quota.  If this happens your Queen's email account will stop accepting new mail.

Important information about student-employee email accounts

It is very important to keep your employee identity separate and distinct from your student identity. If you have already forwarded your employee email account to your student account, please remove the forwarding and ensure that any work-related email is transferred to your employee email account.

For further details, please read the Fact Sheet on the University Secretariat and Legal Counsel site. For information on handling confidential university documents, refer to the Electronic Information Security Policy Framework.

What is Mail Forwarding?

Some people have an email address that they prefer over the others. Mail forwarding allows your mail to be delivered to a mailbox that is external to your Exchange account. This can also be used to deliver emails to another person entirely. But don't worry, emails that are sent to you will still remain on the server - so basically you'll get two copies of each email, one on your Exchange Server, and one on the external email account! If you prefer not to receive a copy of the email on both accounts, that can be achieved through the rule.

In Outlook 2013, mail forwarding can be achieved through creating a rule.

Creating the Rule

NOTE: If you only check your email externally, the messages will remain on the Exchange server and accumulate. Be careful not to exceed your 5GB quota.  You can also create a rule to automatically delete messages to avoid this, see below.

  1. Ensure Mail is selected from the Navigation Pane
    • Click Rules under the Move section in the top ribbon
    • Select Manage Rules and Alerts...

    Open the Rules and Alerts menu to manage and create rules

  2. The Rules and Alerts menu will appear
    • Click New Rule under Email rules

    Create a new rule for forwarding emails

  3. The Rules Wizard will appear
    • Select Apply rule on messages I receive
    • Click Next

    Check apply rule on messages I receive

  4. Click Next through the menu, and Yes on the prompt. 
    • Checking boxes on this menu will apply the rule to specified types of messages. This guide pertains to forwarding all received messages.

    Click next to apply rule to all messages

  5. Check redirect it to people or public group.
    • Click the people or public group link at the bottom.

    Check redirect to people or group

  6. A menu will appear where you can choose from contacts in your address book, or the GAL. 
    • For our purposes, simply enter your external email account in the text field at the bottom and click OK.
    • Click the OK button.

    Enter your email address in the To field

  7. You can click Next on the menu that appears, as we need not make any exceptions to this rule. 
  8. The final menu will appear
    • Choose a name for your rule
    • You can also choose if you want to apply the rule to messages already received or only for new messages
    • Click Finish to apply the rule

    enter a name for your rule and click finish

Creating a Rule that Also Removes Email from the Server

If you choose to forward your email to another email account you will need to either continue to maintain your Queen's Exchange email account ensuring you do not go over quota, or  delete the email from the Queen's Exchange server. This involves adding one simple action to the rule. 

Follow the instructions exactly as above except in step 5, add delete it to the actions

add a delete action