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Outlook: Automatically forward emails based on the subject

Author: Kelly Last Modified: 2024-07-03

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)

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arrow blue right bubbleAuto 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 screen shot:

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.

arrow blue right bubbleAuto 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 tab and click Forward.

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.



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.

Note: To apply the Auto Forward utility of Kutools for Outlook, firstly, you should download and install Kutools for Outlook.

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Comments (1)
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This comment was minimized by the moderator on the site
This is regarding Step:4
I am trying to move all the mail with word "ptsi_pocv" in the subject to some other folder.
I have mails with subject "abcded_ptsi_pocv" so I am searching only for "ptsi_pocv" and want to move those all.
But its not working.
please help
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