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

Author Siluvia Last modified

Auto-forwarding specific emails in Outlook can save a lot of time, especially when you need to keep others informed or forward important information to different accounts. In this tutorial, we will show you two ways to auto-forward specific incoming emails while customizing the subject and body: using Outlook's built-in rules and Kutools for Outlook's Advanced Rules feature for more flexibility and control.

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

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:

Create a VBA script:

1. Launch Outlook, press "Alt" + "F11" 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 20220615
    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")
        .HTMLBody = "Custom Body" & xForward.HTMLBody
        .Recipients.Add "Recipient’s Email Address"
        .Recipients.ResolveAll
        .Send
    End With
End Sub

Notes:

  • Replace "Custom Subject" and "Custom Body" with your desired subject and body text.
  • Replace "Recipient’s Email Address" with the target recipient’s email address.
steps of auto forwarding certain incoming emails with custom subject and body in Outlook

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

Create an auto-forward rule to run the script:

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

Manage Rules and Alerts

5. In the "Rules and Alerts" dialog box, click the "New Rule" button.

Create a new rule

6. In the first "Rules Wizard", select "Apply rule on messages I receive" under "Start from a blank rule", and click the "Next" button.

Apply rule on messages I receive

7. In the second "Rules Wizard":

  • Check "from people or public group".
  • Click the underlined text to select the specific sender.
  • Click the "Next" button.
Select sender for rule

8. In the third "Rules Wizard":

  • Check "run a script".
  • Click the underlined "a script", select the script created earlier, and click "OK".
  • Click the "Next" button.

Tips: If the "run a script" option is missing, refer to Restore missing Run A Script option in Outlook rule.

Select run a script

9. In the fourth "Rules Wizard", configure exceptions if needed, otherwise, click "Next".

Set exceptions

10. In the last "Rules Wizard", specify a rule name, ensure "Turn on this rule" is checked, then click "Finish".

Name and finish rule

11. In the popping up "Microsoft Outlook" warning box, click "OK".

Microsoft Outlook alert

12. Finally, click "OK" again to exit the "Rules and Alerts" dialog box and save the rule.

Save rules

From now on, when an email meeting the specified condition arrives, it will be auto-forwarded with your customized subject and body automatically.

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

"Kutools for Outlook" offers a more advanced way to auto-forward emails with customizable subjects and bodies. Here’s how it works:

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1. Download and install Kutools for Outlook, then activate Outlook.

2. Click "Kutools" > "Advanced Rules".

click-advanced-rule

3. In the "Advanced Rules" dialog, choose the rule scope (All accounts or specific account), and then click the "New" button to create a new rule.

click-new-button

4. In step 1 of the rule creation dialog, tick the conditions as needed, then click "specific words" to add custom text.

tick-conditions

5. In the "Text Contains" dialog:

  1. Click "New" to add new words.
    2. add-new-text
  2. In the "Search Text" dialog, input the text and click "OK".
    3. enter-text
  3. Click "OK" again to confirm adding the text.
Note: If you want to add more text options using an "or" relationship, click the "New" button to add additional entries.

You will now see that the search condition has been configured:

view-conditions-1

6. Click "Next" to proceed to step 2, tick "Forward it to individual or public group", then add the recipients and click "OK".

select-recipient

Now the subject and recipients have been configured:

view-conditions-2

7. Click "Next" to proceed to step 3, where you can set exceptions. If no exceptions are needed, just click "OK" to continue.

select-exceptions

8. In the final step, assign a name to the rule, add any remarks if necessary, and click "OK" to save the rule.

last-step

Now the rule is created. Click "OK" or "Apply" to activate it:

activate-the-rule

All incoming messages containing "sale" in their subject line will be automatically forwarded to the specified recipient.

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