Sunday, October 11, 2009

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Automatically Forward Mails To Another E-mail Account Using Microsoft Outlook

The following steps explain how to create and apply a rule to your Inbox or one of your private folders. To create a rule for a public folder, you must do so from the folder's Properties dialog box. 

What Is Rule In Outlook? One or more automatic actions taken on e-mail messages and meeting requests that meet certain conditions, along with any exceptions to those conditions. Rules are also referred to as filters.
1. In Mail, in the Navigation Pane on the Tools menu, click Rules and Alerts. 
What Is Navigation Pane? The column on the left side of the Outlook window that includes panes such as Shortcuts or Mail and the shortcuts or folders within each pane. Click a folder to show the items in the folder.

2. If you have more than one e-mail account  in your Outlook e-mail profile, in the Apply changes to this folder list, click the Inbox to which you want the rule to apply. 
What Is e-mail account? The server name, user name, password, and e-mail address used by Outlook to connect to an e-mail service. You create the e-mail account in Outlook by using information provided by your administrator or Internet service provider (ISP). 
What Is Outlook e-mail profile? A profile is what Outlook uses to remember the e-mail accounts and the settings that tell Outlook where your e-mail is stored.

3. Click New Rule.
4. Click Start from a blank rule.
5. Under Step 1: Select when messages should be checked, click Check messages when they arrive, and then click Next.
6. Under Step 1: Select condition(s), select the check box next to each condition that you want the incoming message to match.
7. Under Step 2: Edit the rule description, click the underlined value that corresponds to the condition, and then select or type the necessary information.
Example: Forward every message you receive from Haja Peer Mohamed H
a. Under Step 1: Select condition(s), select the from people or distribution list check box.
b. Under Step 2: Edit the rule description, click people or distribution list.
c. In one of the address lists, double-click Haja Peer Mohamed H's name, and then click OK.
8. Click Next.
9. Under Step 1: Select action(s), select the forward it to people or distribution list check box.
10. Under Step 2: Edit the rule description, click people or distribution list.
11. In one of the address lists, double-click the name or distribution list to which you want to forward the messages, and then click OK.
12. Click Next twice.
13. Under Step 1: Specify a name for this rule, type a name.

To run this rule on the messages that are already in your folders, select the Run this rule now on messages already in "folder" check box.

To apply this rule to all your e-mail accounts and Inboxes, select the Create this rule on all accounts check box.
14. Click Finish.
Caution:   Don't automatically forward or redirect messages you receive to an e-mail address that is outside your organization. After the messages leave the protection of your corporate network, they can be diverted or intercepted by unintended recipients. In fact, many organizations regard the automatic forwarding of messages to an external address a violation of their policy on network and computer use.

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About bench3 -

Haja Peer Mohamed H, Software Engineer by profession, Author, Founder and CEO of "bench3" you can connect with me on Twitter , Facebook and also onGoogle+

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