How to Auto-Forward from Outlook

5 min read

Updated July 24, 2026

OutlookMicrosoft 365Auto-ForwardEmail Inbox CaptureSetupHow-To

Setting up an auto-forward rule in Outlook or Microsoft 365 sends customer email to the Inbox automatically — cold inbound and threads PortaPro didn't start included.

Do this once per Outlook account. The whole thing takes about five minutes.

Before you start

Grab your PortaPro inbox capture address:

In PortaPro, go to Settings → Company Sending → Email Inbox Capture.

Copy the address (there's a copy button next to it). It looks like a long token followed by @ your PortaPro inbound subdomain.

Keep that on your clipboard for the next steps.

Note on admin blocks: If you're on Microsoft 365 for business, your admin may have disabled external auto-forwarding by default (this is a common security posture). If your saved rule fails or the forwarded mail never arrives, ask your admin to allow forwarding to your PortaPro inbound subdomain, or enable it for your mailbox via a remote-domain / outbound anti-spam policy.

Step 1 — Create a mail rule (Outlook on the web / Microsoft 365)

In Outlook on the web, click the gear icon (top right) → View all Outlook settings (or the settings search shortcut).

Go to Mail → Rules.

Click Add new rule.

Give the rule a name — e.g. "Forward customer email to PortaPro."

Add a condition that matches customer mail. Examples:

- From `*@customerdomain.com`

- To or Cc `hello@yourbusiness.com`

- Sender address includes or My name is in the To or Cc box

Add an action → Forward to → paste your PortaPro inbox address.

(Optional) Check Stop processing more rules if you don't want other rules running after this.

Click Save.

Step 1 alternative — Desktop Outlook (Windows)

File → Manage Rules & Alerts → New Rule.

Pick Apply rule on messages I receive → Next.

Set your condition (e.g. from people or public group / with specific words in the sender's address).

On the next screen check forward it to people or public group — click the underlined people or public group link at the bottom, then type your PortaPro inbox address into the To field and click OK.

Finish the wizard, name the rule, and turn it on.

Step 2 — Verify it works

Send a test email to the address the rule matches (from a personal email account or a customer's account you have access to). Within a few seconds:

Outlook applies the rule and forwards the message.

PortaPro's Inbox shows a new email conversation. If the sender matches a customer on file, it attaches to that customer; otherwise it lands as an unmatched conversation you can link.

If nothing shows up:

Open the sent test in Outlook and confirm the rule fired (Outlook shows a small "Forwarded" indicator, or check Sent Items for the forwarded copy).

If Microsoft blocked the forward, you'll get an admin non-delivery notice. Have your admin allow outbound forwarding to your PortaPro inbound subdomain.

Confirm your Email Inbox Capture toggle is on (PortaPro Settings → Company Sending).

Confirm your inbound email domain is configured and verified in PortaPro.

Managing the rule

Change or delete the rule from Mail → Rules in Outlook on the web, or File → Manage Rules & Alerts in desktop Outlook.

For Microsoft 365 admins, mailbox rules can also be managed via PowerShell (`Get-InboxRule` / `Set-InboxRule`).

Email Inbox Capture — the broader feature and toggle.

How to auto-forward from Gmail — the same setup for Gmail.

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How to Auto-Forward from Outlook

Customer Experience

Field Operations

Business Management

Learn & Discover

Support & Training

How to Auto-Forward from Outlook

Before you start

Step 1 — Create a mail rule (Outlook on the web / Microsoft 365)

Step 1 alternative — Desktop Outlook (Windows)

Step 2 — Verify it works

Managing the rule

Was this article helpful?

Related Articles

Before you start

Step 1 — Create a mail rule (Outlook on the web / Microsoft 365)

Step 1 alternative — Desktop Outlook (Windows)

Step 2 — Verify it works

Managing the rule

Was this article helpful?

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