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Rules

Rules and Alerts
Forward without Notification
Forward with Notification
Cancel a Forwarding Rule

Forwarding Incoming Email

In Outlook, you can use the Rules and Alerts command or the Out of Office Assistant to automatically forward incoming email to another email address. This approach can be used to forward internally to another Exchange mailbox or to an external address.

Outlook Rules and Alerts

The Rules and Alerts feature allows users to apply actions to messages that are triggered by various conditions.

For example, a rule can be created to move messages to a particular folder (the action) when new email arrives from a specified sender (the condition). Many rules only operate when Outlook is running. These are called "client-only" rules. Some rules, such as message forwarding, can be run by the email server and will continue to operate even after Outlook is closed.

Forward without notification

You should use this method if you do not want senders to be aware that your mail is being forwarded, nor that you have an alternate email address.

1. In the Outlook Inbox, click on Tools | Rules and Alerts to display the Rules and Alerts dialog box. If asked whether to keep “Client” rules or “Server” rules, click on the Server button.
2. In the Rules Wizard dialog box, click on the New Rule button to begin.
   
   
   

Rules Wizard screen

3. Click in the "Start from a blank rule" box, make sure that the "Check messages when they arrive" option is selected and click Next. The next step in the rule creation wizard lets you set conditions.
4. For the rule to apply to all incoming messages, make sure that none of the conditions are ticked and click Next. A warning message will be displayed.
5. Clicking Yes confirms that the rule will be applied to all incoming email. The next step lets you set actions.
6. In the list of actions, check redirect it to people or distribution list. (Do not check “forward it to people or distribution list” as this option is a client-only action and requires Outlook to be running for it to work.) The redirect statement will be added to the rule description area.
7. In the rule description area, click on the blue underlined phrase people or distribution list to set the receiving address. The Rule Address dialog box will be displayed.
8. An internal address can be selected by choosing it from the list in the left pane and clicking on the To button. An external address can be typed directly into the right pane.
9. After specifying the forwarding address, click OK to return to the Rules and Alerts step 3 dialog box.
10. The redirect action only forwards a copy of the incoming mail to the specified destination. The original message will remain in your MUSC Inbox. To avoid a buildup of forwarded mail in your Inbox, it is recommended that you also check the delete it option. This will only delete the MUSC copy of the message and not affect the forwarded copy. (Do not check the “permanently delete it” option as this option is a client-only action.)

Note: Selecting the delete option in addition to the redirect option will forward a copy of the incoming message and then move it to the Deleted Items folder. It will remain there until the Deleted Items folder is emptied. Messages in the Deleted Items folder count towards the size of the mailbox and can cause the mailbox to go over quota. Emptying the Deleted Items folder regularly will prevent this from happening. The Deleted Items folder can also be emptied via the web email service by clicking on the “Empty Deleted Items Folder” button.

11. Click Finish and the rule will be listed in the Rules and Alerts window.
12. Click OK.

Forward with notification

Using this method to forward mail from your Microsoft Exchange Inbox automatically informs your correspondents of your alternate email address along with an appropriate message.

1. In the Inbox, click on Tools | Out of Office Assistant to display the Out of Office Assistant dialog box.



Out of Office Assistant dialog box

2. In the dialog box, click on the I am currently Out of the Office button.
3. In the rectangular text box headed AutoReply only once to each sender with the following text, type in your message, for example:

   I am currently out of the School and will be unable to answer emails until Monday 10th October 2005.
   Please contact My Colleague (email m.colleague@musc.edu) if you have any urgent enquiries.

   This text will be sent to your correspondents automatically on receipt of their email in your MUSC Exchange mailbox.

4. Click the Add Rule button to display the Edit Rule dialog box.
5. In the Perform these actions section, click the Forward check box (located three rows from the bottom of the dialog box) until a check mark appears and the To: text box (to the right) brightens.
6. Click the To button to specify a forwarding address; the Choose Recipient dialog box will be displayed.
7. An internal address can be selected by choosing it from the list in the left pane and clicking the To button. An external address can be typed directly into the right pane.
8. After specifying the forwarding address, click OK to return to the Edit Rule dialog box.
9. From the drop-down list next to Method, select the option Leave message intact.

Note: DO NOT use the Standard option under Method as it can cause problems with your MUSC mailbox if the forwarding address is unreachable. Use of the “Standard” option may result in your MUSC mailbox being removed from the system, should problems arise.

10. The Forward action provides a copy of the message to the specified destination. The ‘original’ message will remain in your MUSC Inbox. To avoid a buildup of 'forwarded' mail in your Inbox it is recommended that you also check the Delete option in the Perform these actions section of the Edit Rule dialog box. This will only delete the MUSC copy of the message and not affect the forwarded copy.

Note: Selecting the “Delete” option and the “Redirect” option will forward a copy of the incoming message and then move it to the Deleted Items folder. It will remain there until the Deleted Items folder is emptied. Messages in the Deleted Items folder count towards the size of the mailbox and can cause the mailbox to go over quota. Emptying the Deleted Items folder regularly will prevent this from happening. The Deleted Items folder can also be emptied via the web email service by clicking on the “Empty Deleted Items Folder” button.

11. Click OK at the top right of the Edit Rule dialog box.
12. Click Yes in the message box asking you to confirm the action. The Inbox Assistant dialog box will be displayed with your forwarding rule listed.
13. Click OK to return to the Microsoft Outlook window.

Cancel a forwarding rule

When you return to MUSC and have regular access to your email, you will need to cancel the forwarding rule.

1. On the Tools menu, choose either Rules and Alerts or Out of Office Assistant - according to which you used to set up your forwarding rule.
2. In the list of rules, either:
1. Uncheck the rule to deactivate it
   
OR
2. Highlight the forwarding rule and then click on the Delete button. A warning message will be displayed.
3. Click Yes to confirm that the rule be deleted.

Note: If using the Out of Office Assistant, click on the option “I am currently in the Office” to cancel it.