Outlook: Automatically forward emails based on the subject
Supposing you always receive some kinds of messages which should be all sent to your colleagues, it is tedious to forward these messages one by one, and it’s impossible to forward every message in time. Actually you can make a rule and make these kinds of messages forwarded to your colleagues automatically when messages arriving.
Auto forward emails based on the subject by creating a rule in Outlook
Auto forward emails based on the subject with Kutools for Outlook (Ease of Management)
Auto forward emails based on the subject by creating a rule in Outlook
The following step-by-step guidance will help you create a rule to forward emails based on subjects to specified people automatically.
Step 1: Open the Rules and Alerts dialog box:
- In Outlook 2010 and 2013, please click the "Rules" > "Manage Rules & Alerts" in the "Move" group on the "Home" tab.
- In Outlook 2007, please click the "Tools" > "Rules and Alerts".
Step 2: In the Rules and Alerts dialog box, click the "New Rule" button.
Step 3: In the Rules Wizard dialog box, please select the "Apply rule on messages I receive "and click the "Next" button. See the following screenshot:
Step 4: Select conditions for the new rule:
- Check the "with specific words in the subject" in the "Step 1: Select condition(s)" box.
- In the "Step 2" section, please click the "special words".
- In the Search Text box, enter the specified words in the first box; and then click the "Add" button; at last click the "OK" button. See the following screen shot:
- Click the "Next" button.
Step 5: Specify the actions for the creating rule:
- Check the "forward it to people or public group" option in the "Step 1" box;
- Click the "people or public group" in the "Step 2" box;
- In the Rule Address dialog box, select or enter email addresses into the "To" box, and click the "OK" button.
Step 6 (optional): Run this new rules now on messages already in Inbox folder.
By default this new rule will work with the new incoming email messages in future. If you want it to work with existing messages already in Inbox, please keep clicking the "Next" buttons till you see the following dialog box.
And please check the "Run this rule now on messages already in “Inbox" option.
Step 7: Click the "Finish" button.
From now on all new incoming messages with the specified text in subjects will be forwarded to the specified people or people group automatically.
If you have checked the "Run this rule now on messages already in “Inbox” option, it will automatically forward the existing messages already in the Inbox folder, which contain the specified text in their subjects.
Auto forward emails based on subject with Kutools for Outlook （Ease of Management)
With the "Auto Forward" feature of "Kutools for Outlook", you can also easily auto-forward emails based on a subject in Outlook. Unlike the native rules feature in Outlook, which can become cluttered and make it difficult to pinpoint specific rules, Kutools simplifies this process. All auto-forward rules are grouped in one accessible location, making them easy to find and adjust. This focused management approach helps avoid the mess and confusion typically associated with navigating through a mixed array of rules in the native Outlook system.
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Step 1. Enable the Auto Forward feature and start to create a new rule
1. After downloading and installing Kutools for Outlook, navigate to the "Kutools Plus" tab and click "Forward" in the Automatica group.
2. In the "Auto Forward" Settings dialog box, click the "New" button.
Step 2: Set up conditions for the rule
1. In the "Rules Wizard" dialog box, select the "the subject contains specific words" option for the condition.
2. Click the underlined text "specific words".
3. In the "Text Contains" dialog box, click the "New" button, input the text in the "New Search Text" textbox in the "Search Text" dialog, click "Add", and click "OK".
4. Click "OK" > "Next" > "Next".
Step 3: Finish Rule setup
1. Input the name of the rule in the "Rule name" textbox.
2. Click the "Recipient" button.
3. In the "Select Members" dialog box, select or enter email addresses into the "To" box, and click the "OK" button.
4. Click "OK" > "OK" > "OK". And finally, click "Yes" to enable the "Forward" feature.
Result
From now on, any new incoming messages that contain the specified text in the subject line will be automatically forwarded to the designated individual or group. Additionally, managing these auto-forward rules is straightforward, as you can easily locate them when needed.
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