How to Forward Emails in Outlook Automatically: Step-by-step
Outlook can automatically forward selected emails to another address by using mail rules. This guide walks through setting up an Outlook rule for receipts, invoices, and similar messages, with extra notes for anyone forwarding those emails to ReceiptsAI.
What you need before you start
- Access to the Outlook account you want to forward from.
- The email address that should receive forwarded messages.
- ReceiptsAI users: your private ReceiptsAI forwarding address.
- Permission to forward externally. If your organization blocks forwarding, contact your IT administrator to allow forwarding access to ReceiptsAI.
Outlook forwarding setup steps
Choose what Outlook should forward
Before creating the rule, decide which emails should be forwarded. You can keep the rule broad with keywords, or make it stricter by matching specific vendors, senders, attachment rules, or other Outlook properties.
Step 1
Open Outlook rules
Copy the forwarding address you want Outlook to use. This is the private forwarding address in your email forwarding settings. Then open Outlook, click the settings gear icon in the top-right corner, select Mail, open the Rules tab, and click + Add new rule.
Step 2
Create the forwarding rule
Give the rule a name that will be easy to recognize later. In this example, the rule is named ReceiptsAI. Then choose a condition. Here, the rule checks whether the subject or body contains receipt or invoice, but you can adjust the condition based on your own workflow.
Add an action, choose Forward to, and enter the forwarding address. Then click Save.
Step 3
Send a test email
To activate and confirm the forwarding setup, send a test email that matches the rule conditions to your Outlook address. For example, send a message with receipt or invoice in the subject or body, then check that it arrives at the forwarding address.
Outlook forwarding setup is complete
New matching Outlook messages can now be forwarded automatically, so receipts, invoices, and bank statements can be sent to the destination address without manual forwarding.
Forwarding blocked?
If you are not able to forward emails, please contact your IT administrator and ask them to allow forwarding access to ReceiptsAI. This is the same external forwarding policy issue described in this Outlook forwarding error guide.
Outlook forwarding tips
Keep the rule focused
Start with receipt and invoice keywords, then refine the rule if too many unrelated messages are forwarded.
Test with one message
Send one test email after setup to confirm the Outlook rule and forwarding address are working as expected.
Check admin policies
Work or school Outlook accounts may block external forwarding until an administrator allows it.
Outlook forwarding FAQ
How do I auto forward emails in Outlook?
Open Outlook settings, go to Mail, select Rules, add a new rule, choose the matching conditions, and add Forward to as the rule action.
Can Outlook forward only receipts or invoices?
Yes. Create a rule that checks whether the subject or body contains words such as receipt or invoice, then forward only matching emails.
Can I change the Outlook rule later?
Yes. Outlook rules can be edited after setup, so you can change the keywords, vendors, forwarding address, or actions whenever your workflow changes.
Why is Outlook email forwarding blocked?
Some Microsoft 365 organizations disable external forwarding by policy. If forwarding is blocked, contact your IT administrator and ask them to allow forwarding access to ReceiptsAI.
Should I forward every Outlook email to ReceiptsAI?
Most users should forward only financial emails such as receipts, invoices, and bank statements. This keeps unrelated emails out of ReceiptsAI.
