Automatically redirect incoming messages to another e-mail account

Use this method if you don't want recipients of the redirected messages to know that they were
delivered by way of your Inbox.
Note The following steps explain how to create and apply a rule (rule: One or more automatic
actions taken on e-mail messages and meeting requests that meet certain conditions, along with
any exceptions to those conditions. Rules are also referred to as filters.) to your Inbox or one of
your private folders. To create a rule for a public folder, you must do so from the folder's
Properties dialog box.
1. In Mail, in the Navigation Pane (Navigation Pane: The column on the left side of the
Outlook window that includes panes such as Shortcuts or Mail and the shortcuts or
folders within each pane. Click a folder to show the items in the folder.), on the Tools
menu, click Rules and Alerts.
2. If you have more than one e-mail account (e-mail account: The server name, user name,
password, and e-mail address used by Outlook to connect to an e-mail service. You create
the e-mail account in Outlook by using information provided by your administrator or
Internet service provider (ISP).) in your Outlook e-mail profile (Outlook e-mail profile: A
profile is what Outlook uses to remember the e-mail accounts and the settings that tell
Outlook where your e-mail is stored.), in the Apply changes to this folder list, click the
Inbox to which you want the rule to apply.
3. Click New Rule.
4. Click Start from a blank rule, and then click Next.
5. Under Step 1: Select when messages should be checked, click Check messages when
they arrive, and then click Next.
6. Under Step 1: Select condition(s), select the check box next to each condition that you
want the incoming message to match.
7. Under Step 2: Edit the rule description, click the underlined value that corresponds to
the condition, and then select or type the necessary information.
Example: Redirect each incoming message whose subject contains the words "Contoso
Pharmaceuticals"
a. Under Step 1: Select condition(s), select the with specific words in the subject check
box.
b. Under Step 2: Edit the rule description, click specific words.
c. In the Search Text dialog box, type Contoso Pharmaceuticals in the Specify words
box, click Add, and then click OK.
8. Click Next.
9. Under Step 1: Select action(s), select the redirect it to people or distribution list check
box.
10. Under Step 2: Edit the rule description, click people or distribution list.
11. In one of the address lists, double-click the name or distribution list to which you want to
redirect the messages, and then click OK.

12. Click Next twice.

13. Under Step 1: Specify a name for this rule, type a name.
To run this rule on the messages that are already in your folders, select the Run this rule now on
messages already in "folder" check box.
To apply this rule to all your e-mail accounts and Inboxes, select the Create this rule on all
accounts check box.
14. Click Finish.
Don't automatically forward or redirect messages you receive to an e-mail address that is outside
your organization. After the messages leave the protection of your corporate network, they can
be diverted or intercepted by unintended recipients. In fact, many organizations regard the
automatic forwarding of messages to an external address a violation of their policy on network
and computer use.
How do I know if an e-mail address is outside my organization?
An e-mail address that originates outside your organization contains the "@" symbol, as in the
address "pat@contoso.com."
Notes
You can forward or redirect any message that you receive unless the sender used Information
Rights Management (IRM) to prevent recipients from sharing the contents of the message with
other people. Only the original sender can remove the restricted permission on a message.
You can create e-mail messages with restricted permission using Information Rights
Management only in Microsoft Office Professional Edition 2003 and Microsoft Office Outlook
2003.