help.mail.colostate.edu logo

CSU Logo - click to visit the CSU homepage

Forward E-mail Using an Outlook Rule

In instances where a user would like e-mail sent to their Central Exchange mailbox forwarded to another address, the following steps can be used to create a rule on Exchange. The steps given use Outlook Web Access to configure the rule, but Outlook (via "Tools" > "Rules and Alerts") could also be used to configure a similar, server-side rule.

  1. Use Internet Explorer to login to Outlook Web Access at https://mail.colostate.edu. NOTE: The light version of Outlook Web Access, which is presented from browsers other than Internet Explorer, cannot be used to modify rules.
  2. Click "Options" (upper-right corner).
  3. Click "Rules" (about halfway down on the left-hand side).
  4. Click "New Rule" and select "Create a new rule for arriving messages". At this point you will most likely be presented with a dialog prompting you to delete any disabled rules created with Outlook. If the window appears, click the "Delete Disabled Rules" button to continue.
  5. From the "New Rule" window, select the option "If the message size or date range..." and then check the option "Is received in a specific date span".
  6. In the Rule Description area on the left, click the "in a specific date span" link. Specify the date range during which you'd like mail to be forwarded. If you want all mail forwarded indefinitely, you may specify an "After" date prior to today and leave the "Before" option unchecked/specified. After your date range has been specified, click "OK".
  7. Under the "Do the following" heading, click the "Forward or redirect..." link.
  8. Check the "Redirect the message to people or distribution lists" option . Redirecting will forward e-mail to whatever account you specify so that the e-mail will still appear from the original sender; the forwarding option causes all mail that is forwarded to appear as an e-mail forwarded from your Exchange account. Both options leave a copy of the original e-mail in your Exchange mailbox.
  9. In the Rule Description area, click the "redirect to people or distribution lists" link. You may choose addresses to which mail will be forwarded from the Global Address List or you can manually type in the address(es) in the "Message Recipients" field. Select or enter addresses and click "OK" to continue.
  10. Optional: If you would like to delete the message from Exchange after it has been redirected to the specified address, you can do so by configuring an additional step by clicking the "Move, copy, or delete..." link and checking the "Delete the message" checkbox.
  11. Finally, in the "New Rule" window, give the rule a meaningful name (in the Name field in the lower-left section of the window), such as "Forward mail to Gmail", and click "Save".
  12. The rule will now appear in your "Rules" view from Outlook Web Access. By default the rule is turned on, which is reflected by the checkmark next to the rule. To turn off the rule, you can either uncheck it or delete it.