Learn How To Automate Your Business

Actionable tips on how to save time and money with automation.

Forward Multiple Emails One-by-One in Outlook

So you have the following situation: You have hundreds if not thousands of emails sitting in your Outlook email (Outlook 2003, Outlook 2007, Outlook 2010 or Outlook 360) client and you need to forward emails individually in Outlook, meaning one email at a time to another address. If that is the case, read on and learn how to forward old emails one by one from outlook to any given email address. Should you be looking for a solution to parse the data in these emails and extract structured data in return, then sign up for a Mailparser account and turn all that data into an actionable file, to load into your CRM, export to Excel, the options are limitless!
Create a Mailparser account

If you want to learn how to automatically forward new incoming emails in Outlook to another address, you’ll find your answer below as well. In case you want to accomplish the same thing but you’re using Gmail, read our guide on how to forward multiple emails in Gmail.

Forward Existing Emails in Outlook One by One

The process of forwarding a bunch of existing emails from Outlook can be broken down into the following steps:

  1. Move all emails you want to forward to a specific folder
  2. Create a rule which forwards emails stored in this folder to a given address

Move Emails to a New Folder

A more detailed version of the first part of the process would be:

  1. On the left menu bar, create a new folder. You can name this folder for example “Forward”
  2. Find all the email you want to forward inside your email list. You can do this by using the search function of your email client for example.
  3. Once you have all emails in front of you, select them by clicking on the first one, holding down the “Shift” key and then click on the last email in the list.
  4. Drag&Drop all selected emails to the newly created folder.

Set Up Email Forwarding Rule in Outlook

Now that you have all emails inside your new folder, it’s time to create a forwarding rule which will send out the emails one by one. Here, things get a bit more complicated, due to the fact that Outlook 2003, Outlook 2007, Outlook 2010 and Outlook 360 have all different menu navigations which changes the process slightly. The overall idea stays the same, however, and you should be able to reproduce the same outcome in different versions of Outlook. The steps below are valid for Outlook 2007 and 2010.

  1. In the top navigation, click on the “File” tab and then “Manage Rules & Alerts”.
  2. Choose the newly created folder in the “Apply changes to this folder” select input
  3. Click on “New rule … ” just below
  4. On the new prompt, select “Apply rule on messages I receive” inside the “Start from a blank rule” section. Click on “Next”.
  5. On the next screen you will be asked “Which conditions you want to check“. Don’t select any of the conditions and click on “Next” and confirm
  6. The next screen will ask you “What do you want to do with these messages?“. Select “forward it to people or public groups”
  7. In the Rule Description in the bottom of the prompt, click on the “people or public group” link and enter the recipient addresses to which the emails should be sent. Click “OK” and you’ll see the addresses in the rule description text.
  8. Click “Next” and you’ll see a new prompt which is called “Finish rule setup”. On this screen you can give a name to your forwarding rule.
  9. Finally, on this screen you’ll also find a checkbox “Run this rule on messages already in <your_folder_name>“. Select this checkbox and click “Finish”. This will start the forwarding process right away.

Let’s sum all this up: We create a new forwarding rule without any “trigger condition”. As the “action” of the rule we specified one or multiple recipients. Also, we made sure in the last prompt that the rule is applied to emails already stored in the folder.

Forward New Incoming Emails in Outlook with Rules

The process of setting up a rule  which will forward new incoming emails to a given address is similar to the one defined above. We will use the function “Manage Rules & Alerts” and we will create a Rule which has “conditions” and “actions”. The “conditions” are there to define which emails should be forwarded and the “actions” which will define where the emails get forwarded to.
As written above, depending on you Outlook version you’ll see slightly different menu navigations. The overall idea should however always stay the same and you should be able to follow the steps in any case:

  1. In the top navigation, click on the “File” tab and then “Manage Rules & Alerts”.
  2. Choose the newly created folder in the “Apply changes to this folder” select input
  3. Click on “New rule … ” just below
  4. On the new prompt, select “Apply rule on messages I receive” inside the “Start from a blank rule” section. Click on “Next”.
  5. On the next screen you will be asked “Which conditions you want to check“. On this screen you want to specify which emails should be forwarded. What you select here depends entirely on your use-case. Most of the time specifying the Subject or the “From Address” as a condition is what you’ll want to do.
  6. The next screen will ask you “What do you want to do with these messages?“. Select “forward it to people or public groups”
  7. In the Rule Description in the bottom of the prompt, click on the “people or public group” link and enter the recipient addresses to which the emails should be sent. Click “OK” and you’ll see the addresses in the rule description text.
  8. Click “Next” and you’ll see a new prompt which is called “Finish rule setup”. On this screen you can give a name to your forwarding rule.
  9. Finally, on this screen you’ll also find a checkbox “Run this rule on messages already in <your_folder_name>“. Select this checkbox and click “Finish”. This will start the forwarding process right away.

Summary

Although the steps described above seem to be very complicated and tedious to implement, the idea behind forward emails in Outlook always stays the same: Create a new rule, define what kind of emails should be forwarded (e.g. all in a folder or based on conditions) and then choose “Forward to people or public groups” as the action to perform. In case you are looking for an answer on how to forward multiple emails from outlook at once as an attachment, please have a look at this great article.

8 Responses

  1. Is there any limit on the number of messages that can be forwarded at a time from the new folder? I needed to send about 250 emails, but it does not go beyond 120-130 of them…am I missing something?

    1. There should be no limitations for this method. However, it can be that your ISP is throttling down the sending rate or even block some e-mails because they think it’s spam. I would suggest to check with your ISP if they have any system in place which could be the cause for the missing e-mails.

  2. Hi. I have set this up with my default E-Mail client that comes with Mac. However, the emails don’t autoforward – instead I have to open up the app, have it update for incoming/outgoing emails, and only then does it forward the emails ( I guess they get placed in a queue). Does Outlook do the same or does it auto forward even when the app isn’t opened?

    1. Hi Jovan! Thanks for the great question.
      To my knowledge, both Apple Mail and Outlook are only sending and receiving e-mails if they are actually running. There is no background process which would take care of the forwarding even if you didn’t launch the app.
      That being said, if you want to have real-time forwarding you could either use a web-based client like Gmail. If you are not using Gmail, check if your e-mail provider offers a web interface. Most of them do and most of the web-interface allow you to create forwarding rules.

  3. Hi, I am trying to forward all of my EXISTING emails FROM my inbox in outlook TO a different email address. I created a rule, but it doesn’t seem to be working. I was wondering if somebody can help me out? Thank you. -Megan

Leave a Reply

Your email address will not be published. Required fields are marked *

Hi there, I’m Joshua.
I oversee product development at Mailparser. This includes working with customers and overseeing new feature implementation.

Try Mailparser for free!
Save hours of time!

No credit card required.