How to auto forward certain incoming emails with custom subject and body in Outlook?

Author: Siluvia Last Modified: 2024-09-05

To automatically forward certain incoming emails in Outlook, you can create a rule to achieve it. By default, when forwarding emails in Outlook, it uses the subject of the original email and adds the prefix FW:. If you want to customize the subject and body of forwarded emails yourself, the method in this tutorial can help you.

Auto forward certain incoming emails with custom subject and body in Outlook

Step 1: Create a VBA script in Outlook

Step 2: Create an auto forward emails rule to run the VBA script

Auto forward certain incoming emails with custom subject and body in Outlook

You can combine an auto forward emails rule and a VBA script to automatically forward certain incoming emails with custom subject and body. Please do as follows.

Step 1: Create a VBA script in Outlook

Firstly, you need to create a VBA script in Outlook.

1. Launch your Outlook, press the Alt + F11 keys to open the Microsoft Visual Basic for Applications window.

2. In the left pane, double click Project1 > Microsoft Outlook Objects > ThisOutlookSession, and then copy the following VBA code into the ThisOutlookSession (Code) window.

VBA code: Forward emails with custom subject and body

Sub ChangeSubjectForward(Item As Outlook.MailItem)
'Updated by Extendoffice 2220615
  Dim xForward As MailItem
  Dim xOldSubject As String
  On Error Resume Next
  xOldSubject = Item.Subject
  Set xForward = Item.Forward
  With xForward
    .Subject = VBA.Replace(xForward.Subject, xOldSubject, "Custom Subject")  'Add the custom subject in double quotes
    .HTMLBody = "Custom Body" & xForward.HTMLBody   'Add the custom body in double quotes
    .Recipients.Add "Recipient’s Email Address"
    .Recipients.ResolveAll
    .Send
  End With
End Sub

Notes:

1) In the code, please change the “Custom Subject” and “Custom Body” to your own subject and body.

2) In the line .Recipients.Add "Recipient’s Email Address", you need to replace “Recipient’s Email Address” with the certain email address that will receive the forwarded emails.

steps of auto forwarding certain incoming emails with custom subject and body in Outlook

3. Press the Alt + Q keys to close the Microsoft Visual Basic for Applications window.

Step 2: Create an auto forward emails rule to run the VBA script

Now you need to create an auto forward emails rule to run the script.

1. In the Mail view, click Home > Rules > Manage Rules & Alerts.

2. In the opening Rules and Alerts dialog box, click the New Rule button.

3. In the first Rules Wizard, select Apply rule on messages I receive in the Start from a blank rule section, and then click the Next button.

4. In the second Rules Wizard, you need to configure as follows.

4.1) Specify a condition to filter emails. In this case, I only need to forward emails from a certain sender, so I check the from people or public group check box in Step 1;

4.2) Click the underlined text in Step 2 to edit it;

4.3) Click the Next button. See screenshot:

5. In the third Rules Wizard, you need to configure as follows:

5.1) Check the run a script checkbox in Step 1;

5.2) Click the underlined text “a script” in Step 2;

5.3) In the pops up Select Script dialog box, select the script you created above and click the OK button;

5.4) Click the Next button.

Tips: If the “run a script” option is missing in your Rules Wizard, you can display it by following the method mentioned in this article: Restore missing Run A Script option in Outlook rule.

6. In the fourth Rules Wizard, you can select the exceptions if necessary, otherwise, click the Next button without any selections.

7. In the last Rules Wizard, you need to specify a name for the rule, keep the Turn on this rule box checked, and then click the Finish button.