How to Forward Emails to Another Email in Outlook 365

Outlook 365 is a popular email client used by millions of individuals and businesses around the world. One of its key features is the ability to forward emails to another email address, allowing users to easily manage their email communications. Whether you want to forward emails to a colleague, a personal email account, or a group of recipients, Outlook 365 provides a simple and efficient way to do so. In this article, we will explore the step-by-step process of forwarding emails in Outlook 365, along with some useful tips and best practices.

Why Forward Emails in Outlook 365?

Before we dive into the details of how to forward emails in Outlook 365, let’s first understand why you might want to do so. There are several reasons why forwarding emails can be beneficial:

• Collaboration: Forwarding emails allows you to share important information with colleagues, enabling better collaboration and teamwork.
• Backup: By forwarding emails to another email address, you can create a backup of important messages, ensuring that you don’t lose any critical information.
• Accessibility: Forwarding emails to a personal email account allows you to access your work-related messages even when you’re not in the office.
• Delegation: If you’re unable to handle certain emails, forwarding them to someone else can help ensure that they are addressed in a timely manner.

Now that we understand the benefits of forwarding emails in Outlook 365, let’s explore the step-by-step process of how to do it.

Step 1: Open Outlook 365

The first step is to open Outlook 365 on your computer. You can do this by clicking on the Outlook icon in your taskbar or by searching for “Outlook” in the Start menu.

Step 2: Select the Email to Forward

Once you have opened Outlook 365, navigate to the email that you want to forward. You can do this by clicking on the “Inbox” folder and then selecting the specific email from the list.

Step 3: Click on the Forward Button

With the email selected, click on the “Forward” button located in the toolbar at the top of the Outlook window. This will open a new email composition window with the original email attached.

Step 4: Enter the Recipient’s Email Address

In the new email composition window, enter the email address of the recipient to whom you want to forward the email. You can enter multiple email addresses by separating them with a comma.

Step 5: Add a Subject and Message (Optional)

If you want to add a subject and a message to the forwarded email, you can do so in the respective fields of the new email composition window. This step is optional, but it can be helpful to provide context or additional information to the recipient.

Step 6: Send the Forwarded Email

Once you have entered the recipient’s email address and, if desired, added a subject and message, you can click on the “Send” button to forward the email. The forwarded email will be sent to the recipient’s email address, and a copy will remain in your Sent Items folder in Outlook 365.

Tips and Best Practices for Forwarding Emails in Outlook 365

While forwarding emails in Outlook 365 is a straightforward process, there are some tips and best practices that can help you make the most of this feature:

• Use Descriptive Subject Lines: When forwarding emails, it’s important to use descriptive subject lines that accurately summarize the content of the email. This helps recipients understand the purpose of the forwarded message.
• Consider Privacy and Confidentiality: Before forwarding an email, consider whether the content is private or confidential. If it is, make sure to obtain the sender’s permission before forwarding it to others.
• Remove Unnecessary Information: Before forwarding an email, review its content and remove any unnecessary information, such as email signatures or previous email threads. This helps keep the forwarded email concise and focused.
• Verify Recipient Email Addresses: Double-check the recipient’s email address before sending the forwarded email to ensure that it is accurate. Sending an email to the wrong address can result in miscommunication or privacy breaches.
• Consider Using Bcc: If you’re forwarding an email to multiple recipients who don’t know each other, consider using the Bcc (blind carbon copy) field to protect their privacy. This way, each recipient will only see their own email address in the “To” field.

FAQs

Q: Can I forward multiple emails at once in Outlook 365?

A: Yes, you can forward multiple emails at once in Outlook 365. To do this, select the emails you want to forward by holding down the Ctrl key on your keyboard while clicking on each email. Then, click on the “Forward” button to open a new email composition window with all the selected emails attached.

Q: Can I automatically forward emails to another email address in Outlook 365?

A: Yes, you can set up automatic email forwarding in Outlook 365. To do this, go to the Outlook settings by clicking on the gear icon in the top-right corner of the Outlook window. Then, select “View all Outlook settings” and navigate to the “Mail” tab. Under the “Forwarding” section, you can enter the email address to which you want to forward your emails and choose whether to keep a copy of the forwarded emails in your Outlook mailbox.

Q: Can I forward emails from my mobile device using the Outlook 365 app?

A: Yes, you can forward emails from your mobile device using the Outlook 365 app. The process is similar to forwarding emails on a computer. Simply open the email you want to forward, tap on the “Forward” button, enter the recipient’s email address, and send the forwarded email.

Summary

Forwarding emails in Outlook 365 is a useful feature that allows you to easily share information, collaborate with colleagues, create backups, and access your emails from different devices. By following the step-by-step process outlined in this article, you can forward emails in Outlook 365 with ease. Remember to use descriptive subject lines, consider privacy and confidentiality, remove unnecessary information, verify recipient email addresses, and consider using Bcc when forwarding emails to multiple recipients. With these tips and best practices, you can make the most of the email forwarding feature in Outlook 365.