How to enable external and internal email forwarding by means of Outlook and OWA

  • Article

How to enable external and internal email forwarding by means of Outlook and OWA

SYMPTOMS

This article will guide you through how to enable external and internal email forwarding by using Outlook and OWA.

 

RESOLUTION

Using the Microsoft Online Services Migration Tools

To download the latest version of the Migration Tools, please have access the following links:

• 32-bit: https://www.microsoft.com/downloads/en/details.aspx?familyid=9ed5f4c1-7f0b-4506-a214-32093af6147a&displaylang=en

• 64-bit: https://www.microsoft.com/downloads/en/details.aspx?FamilyID=5547634C-5E49-4DBD-B6B0-457B38A75F33

 

External user and internal user

- External user means the mailbox is not hosted at your Microsoft Online Service, for example, the mailbox in Hotmail, live.com, Gmail and others mail provider.

If the forwarding mailbox is an external user, we will need to create one contact at Microsoft Online Service Administration Center. The following document introduces the detail steps on that. After you create the contact, please follow the steps below to enable the forwarding.

New contact wizard: https://technet.microsoft.com/en-us/library/cc742716.aspx

 

- Internal user means the mailbox is hosted at Microsoft Online Service. You don’t need to create contact for it. Please follow the steps below to enable the forwarding on it directly.

 

Configure a forwarding email address by using PowerShell

To configure a forwarding email address to point to an alternative user mailbox or a mail contact, you can use the following cmdlet:

Set-MSOnlineAlternateRecipient [-Identity] <String> [-DeliverToBoth $true/$false] -AlternateRecipient <String> -Credential <PSCredential> [-Quiet]

Where:

  • -Identity - Specifies the mailbox where you want to grant the specified permissions. You can use any supported transporter identity format including SMTP, LoginID, or Alias.
  • -DeliverToBoth $true/$false- True means that the message is forwarded and a copy of the message remains in the local mailbox. False means that the message is forwarded and a copy of it does not remain in the local mailbox.
  • -AlternateRecipient - SMTP address for a contact or user mailbox.
  • -Credential - The user name and password of one Microsoft Online Administrator user account that is used to add the specified permissions. We can use get-credential cmdlet to collect the credential.
  • -Quiet - Suppresses feedback during task actions.

 

For example, if I would like to configure forwarding at my online test mailbox test@gvim.co.cc and forward mails to ad@gvim.co.cc, the PowerShell command will be:

Set-MSOnlineAlternateRecipient -identity u2@gvim.co.cc -DeliverToBoth $True -AlternateRecipient ad@gvim.co.cc -credential (get-credential)

 

The forwarding enablement steps are:

  1. Install the downloaded Microsoft Online Service Migration tools.

  2. Click Start, point to All Programs, point to Microsoft Online Services, point to Migration, and then click Migration Command Shell.

  3. At the PowerShell prompt, type the following command, and then press ENTER:

     Set-MSOnlineAlternateRecipient -identity u2@gvim.co.cc -DeliverToBoth $True -AlternateRecipient ad@gvim.co.cc -credential (get-credential)

  4. One logon window prompts. Please type your Microsoft online service administrator credential at the prompt window.

  5. If the command executes successfully, it will exit with the message:

Successfully set alternate recipient for mailbox u2@gvim.co.cc.

 

Remove a forwarding email address by using PowerShell

To remove a forwarding email address, you can use the following cmdlet:

Clear-MSOnlineAlternateRecipient -Credential <PSCredential> [-Quiet] -Identity <String>

Where:

  • -Identity - Specifies the mailbox where you want to grant the specified permissions. You can use any supported transporter identity format including SMTP, LoginID, or Alias.
  • -Credential - The user name and password of one Microsoft Online Administrator user account that is used to add the specified permissions. We can use get-credential cmdlet to collect the credential.
  • -Quiet - Suppresses feedback during task actions.

 

For example, if I would like to remove the above forwarding from u2@gvim.co.cc , the PowerShell command will be:

Clear-MSOnlineAlternateRecipient -Credential (get-credential) -Identity u2@gvim.co.cc

 

The forwarding removal steps are:

  1. Click Start, point to All Programs, point to Microsoft Online Services, point to Migration, and then click Migration Command Shell.

  2. At the PowerShell prompt, type the following command, and then press ENTER:

    Clear-MSOnlineAlternateRecipient -Credential (get-credential) -Identity u2@gvim.co.cc

  3. One logon window prompts. Please type your Microsoft online service administrator credential at the prompt window.

  4. If the command executes successfully, it will exit with the message:

Successfully cleared alternate recipient for mailbox u2@gvim.co.cc.

 

The following steps are the configuration steps on how to enable forwarding at Outlook or Outlook Web Access:

 

Forward to a single internal user in the same BPOS organization by using Outlook

  1. Do one of the following:
    • In Outlook 2007, on the Tools menu, click Rules and Alerts.
    • In Outlook 2010, on the Home ribbon tab, in the Move group, select Rules, and then click Rules and Alerts
  2. If you have more than one email account in your Outlook email profile, click the Inbox for the BPOS account that you want to apply the new rule to in the Apply changes to this folder list.
  3. Click New Rule.
  4. Do one of the following:
    • In Outlook 2007, under Start from a blank rule, click Check messages when they arrive, and then click Next.
    • In Outlook 2010, under Start from a blank rule, click Apply rule on messages I receive, and then click Next.
  5. In the Step 1: Select condition(s) list, click to select the check box that is next to each condition that you want the incoming message to match. The recommended condition is Where my name is in the To or CC box.
  6. In the Step 2: Edit the rule description list, click the underlined value that corresponds to the condition, and then select or type the necessary information for the condition.
  7. Click Next.
  8. In the Step 1: Select action(s) list, click to select the forward it to people or distribution list check box.
  9. In the Step 2: Edit the rule description list, click people or distribution list.
  10. In one of the address lists, double-click the name to which you want to forward the messages, and then click OK.
  11. Click Next two times.
  12. In the Step 1: Specify a name for this rule box, type a name for the rule. If you want to run the rule on the messages that are already in your folders, click to select the Run this rule now on messages already in "folder" check box.
  13. Click Finish.

 

Forward to a single internal user in the same BPOS organization by using Outlook Web Access

  1. Sign in to Outlook Web Access (OWA).
  2. Click Options in the upper-right area of the page.
  3. In the left navigation pane, click Rules.
  4. Click New Rule, and then click Create a new rule for arriving messages.
  5. In the Do the following list, click Forward or redirect and then click Forward the message to people or distribution lists.
  6. In the Rule Description, click people or distribution lists.
  7. In the To box, specify the recipient that you want for the rule, and then click OK.
  8. Click Save.

 

Forward to many internal users in the same BPOS organization by using Outlook

  1. Do one of the following:
    • In Outlook 2007, on the Tools menu, click Rules and Alerts.
    • In Outlook 2010, on the Home ribbon tab, in the Move group, select Rules, and then click Rules and Alerts
  2. If you have more than one email account in your Outlook email profile, click the Inbox for the BPOS account that you want to apply the new rule to in the Apply changes to this folder list.
  3. Click New Rule.
  4. Do one of the following:
    • In Outlook 2007, under Start from a blank rule, click Check messages when they arrive, and then click Next.
    • Outlook 2010, under Start from a blank rule, click Apply rule on messages I receive, and then click Next.
  5. In the Step 1: Select condition(s) list, click to select the check box that is next to each condition that you want the incoming message to match.
  6. In the Step 2: Edit the rule description list, click the underlined value that corresponds to the condition, and then select or type the necessary information for the condition.
  7. Click Next.
  8. In the Step 1: Select action(s) list, select the forward it to people or distribution list check box.
  9. In the Step 2: Edit the rule description list, click people or distribution list.
  10. In one of the address lists, double-click the distribution list to which you want to forward the messages, and then click OK.
  11. Click Next two times.
  12. In the Step 1: Specify a name for this rule box, type a name for the rule. If you want to run the rule on the messages that are already in your folders, click to select the Run this rule now on messages already in "folder" check box.
  13. Click Finish.

 

 

 

APPLY TO

  • Microsoft Business Productivity Online Standard
    Suite
  • Microsoft Exchange Online