email forwarding

Question

want to add multiple email addresses for forwarding

Answer 1

Hi @Santos Garcia,

Welcome to Microsoft Q&A forum.  

Thank you for reaching out. I understand you're trying to set up email forwarding in the New Outlook for Windows and would like the messages to forward to multiple email addresses.

1/ Troubleshoot on your side

In my testing, you can add multiple recipients in the To field by typing in each email address when forwarding.

Alternatively, you can forward to a distribution list or Microsoft 365 Group - you may ask your IT admin to create one if needed.

 

 

If the option still isn’t working, please make sure your system is fully updated:

• Windows Update: Windows Settings > Windows Update
• New Outlook version: File > About Outlook

 

If the issue continues after updating, please share a screenshot of the error message and your current New Outlook version so I can assist further.

2/ Contact you IT admin

If you’re still unable to add multiple forwarding addresses, please reach out to your IT administrator and share the steps in this article with them: Configure email forwarding in Microsoft 365. They will be able to adjust the necessary settings on the admin side.

 

I hope this helps. Please let me know whether the steps work for you. If the issue persists, I’m happy to continue troubleshooting with you.

As other users will also search for information in this community, your vote can significantly help those with similar inquiries quickly locate the most relevant resources. 

Thank you for your kindness and for contributing to the forum.   

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Answer 2

In business (Microsoft 365) scenarios, forwarding from one mailbox to multiple addresses is done with a rule rather than the single-address admin forwarding option.

Two main options:

1. Use an Outlook rule on the user’s mailbox

• In classic Outlook for Windows:
  1. On the ribbon, select Home > Rules > Manage Rules & Alerts.
  2. Ensure Apply changes to this folder is set to the mailbox that should forward.
  3. Select New Rule.
  4. Under Start from a blank rule, choose Apply rule on messages I receive, then Next.
  5. Do not select any conditions, select Next, then Yes to apply to all messages.
  6. Under What do you want to do with the message? select redirect it to people or public group (or forward it to people or public group) and stop processing more rules.
  7. In Step 2, select people or public group, then add all the email addresses that should receive the messages (you can add more than one address).
  8. Finish and apply the rule.
  This allows forwarding/redirecting to multiple recipients. For detailed steps, see the classic Outlook section in the automatic forwarding article.

2. Use a distribution group (if admin access is available)

• In Exchange (Microsoft 365) admin:
  1. Create a distribution group and add all target recipients to it.
  2. Configure mailbox-level forwarding (in Microsoft 365 admin center or Exchange admin center) from the source mailbox to that distribution group.
  In Exchange admin center (on-prem or similar in Microsoft 365):
  1. Go to Recipients > Mailboxes.
  2. Edit the source mailbox.
  3. On Mailbox Features, under Mail Flow, select View details.
  4. Check Enable forwarding and choose the distribution group as the forwarding address.
  5. Optionally select Deliver message to both forwarding address and mailbox.

Notes:

• Admin-configured forwarding in Microsoft 365 directly supports only one forwarding target; use a distribution group to fan out to multiple addresses.
• Outlook.com web rules also support multiple addresses in a redirect/forward rule, subject to account limits.

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References:

• Configure email forwarding in Microsoft 365
• Configure email forwarding for a mailbox in Exchange 2013
• Configure email forwarding for a mailbox
• Turn on automatic forwarding in Outlook
• Use rules to automatically forward messages