Create a Forwarding Rule and New Folder in Outlook

Owned by Andrea Aznar Porreca (Deactivated)
Nov 27, 2018
3 min read

Read on and learn how to forward old e-mails one by one from outlook to any given email address. Forward Existing E-Mails in Outlook One by One - The process of forwarding a bunch of existing e-mails from Outlook can actually be broken down into the following steps:

Step-by-step guide

Move all E-mails you want to forward to a specific folder
Create a rule which forwards e-mails stored in this folder to a given address
Move E-Mails to a New Folder

  1. On the left menu bar, create a new folder. You can name this folder for example “Forward”
  2. Find all the e-mail you want to forward inside your e-mail list. You can do this by using the search function of your e-mail client for example.
  3. Once you have all e-mails in front of you, select them by clicking on the first one, holding down the “Shift” key and then click on the last e-mail in the list.
  4. Drag&Drop all selected e-mails to the newly created folder.
  5. Set Up E-mail Forwarding Rule in Outlook

Create Forwarding Rule - We create a new forwarding rule without any “trigger condition”. As the “action” of the rule we specified one or multiple recipients. Also, we made sure in the last prompt that the rule is applied to e-mails already stored in the folder.

  1. In the top navigation, click on the “File” tab and then “Manage Rules & Alerts”.
  2. Choose the newly created folder in the “Apply changes to this folder” select input
  3. Click on “New rule … ” just below
  4. On the new prompt, select “Apply rule on messages I receive” inside the “Start from a blank rule” section. Click on “Next”.
  5. On the next screen you will be asked “Which conditions you want to check“. Don’t select any of the conditions and click on “Next” and confirm
  6. The next screen will ask you “What do you want to do with these messages?“. Select “forward it to people or public groups”
  7. In the Rule Description in the bottom of the prompt, click on the “people or public group” link and enter the recipient addresses to which the e-mails should be sent. Click “OK” and you’ll see the addresses in the rule description text.
  8. Click “Next” and you’ll see a new prompt which is called “Finish rule setup”. On this screen you can give a name to your forwarding rule.
  9. Finally, on this screen you’ll also find a checkbox “Run this rule on messages already in <your_folder_name>“. Select this checkbox and click “Finish”. This will start the forwarding process right away.

Forward New Incoming E-Mails in Outlook with Rules - The process of setting up a rule which will forward new incoming e-mails to a given address is similar to the one defined above. We will use the function “Manage Rules & Alerts” and we will create a Rule which has “conditions” and “actions”. The “conditions” are there to define which e-mails should be forwarded and the “actions” which will define where the e-mails get forwarded to.

  1. In the top navigation, click on the “File” tab and then “Manage Rules & Alerts”.
  2. Choose the newly created folder in the “Apply changes to this folder” select input
  3. Click on “New rule … ” just below
  4. On the new prompt, select “Apply rule on messages I receive” inside the “Start from a blank rule” section. Click on “Next”.
  5. On the next screen you will be asked “Which conditions you want to check“. On this screen you want to specify which e-mails should be forwarded. What you select here depends entirely on your use-case. Most of the time specifying the Subject or the “From
  6. Address” as a condition is what you’ll want to do.
  7. The next screen will ask you “What do you want to do with these messages?“. Select “forward it to people or public groups”
  8. In the Rule Description in the bottom of the prompt, click on the “people or public group” link and enter the recipient addresses to which the e-mails should be sent. Click “OK” and you’ll see the addresses in the rule description text.
  9. Click “Next” and you’ll see a new prompt which is called “Finish rule setup”. On this screen you can give a name to your forwarding rule.
  10. Finally, on this screen you’ll also find a checkbox “Run this rule on messages already in <your_folder_name>“. Select this checkbox and click “Finish”. This will start the forwarding process right away.