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Can Office 365 Forward email to multiple users?



Can Office 365 Forward email to multiple users?


A lot of us have been using the same email address for years, and we're not about to change that habit now—we'd much rather keep our inboxes tidy than be forced into changing it every time there's a new job.

One way to make this easier is with email forwarding — email forwarded from one account can go straight on to other people without having to worry about logging them out. But what if you want to forward email to more than one person at once? Can you set up Outlook 365 so that all emails received are automatically forwarded to two different recipients simultaneously? And how would you achieve something similar in Google Inbox? Let's find out...

Note: If you've got questions specific to your workplace, ask around! Someone else may know the answer already. You might also try searching directly through your IT department (if you use one) or asking on social media sites like Twitter and Facebook.

Can you forward email to multiple accounts?

Yes, but it depends on the service provider. For example, most providers allow forwarding to mobile numbers as well as dedicated mailboxes, while some only let you forward to a single device type such as iOS devices or Android phones. Here's how each major email platform handles forwarding to multiple destinations…

Outlook 365

You probably won't need any special permissions to forward an email to another account within your own domain using Outlook 365. The recipient will see a message saying "Forwarded Message" displayed next to their name when they open the email. As long as both parties' Active Directory profiles contain permission settings to send mail between each other, then they should receive the forwarded email too.

If you want to forward to someone who doesn't use Outlook 365, just click Send & Address Book instead of Forward To under More Actions. This opens up the Add Recipients window where you'll see options to copy the original sender, add custom recipients, select existing contacts or create entirely new ones.

Gmail

In general terms you shouldn't need any extra privileges to forward incoming email to additional email addresses via Gmail. However, some services block access to forwarding functionality by default, meaning you'll need to enable it first.

To do so, head to Settings " Accounts " Your Account " Forwarding and POP/IMAP tab. Check Enable forwarding and enter whatever information you require including ports, SMTP server, etc. Click Save Changes after making adjustments.

Alternatively, right-click on a particular email header and choose Filter Messages Like This.... Then tick Always filter as me in the pop-up box. Finally, scroll down to the bottom of the screen and check Use filters to organize my messages. Note that these steps differ depending on which version of Chrome you're using.

Yahoo Mail

With Yahoo Mail you don't even need to activate forwarding before sending an email to multiple recipients. Simply highlight text from the body of your outgoing message and hit Ctrl + C or Edit " Copy Text from Email.

Then switch back over to the compose page and start adding new recipients. When you reach the final step, paste in the copied text again. Now press Enter to continue composing the message.

When finished, click SEND. A confirmation dialog box will appear stating whether the message was successfully delivered to everyone. Once complete, delete the copied text.

Hotmail / Windows Live Hotmail

For Hotmail and its successor, Windows Live Hotmail, you can actually configure forwarding rules yourself. Head to Manage Rules in the sidebar and drag forwards onto the rule icon in the top left corner. Select Apply Rule. Next, input the details required for your chosen destination(s).

Once everything has worked correctly, test the forwarding process by opening an email meant specifically for you. It should arrive at the primary destination and then show up in your secondary inbox too.

Can you forward emails to multiple addresses outlook?

Unfortunately no. That feature exists solely as part of OneDrive Pro, which used to come bundled with Microsoft 365 Personal subscriptions. Unfortunately, those plans aren't available anymore since they were discontinued in 2016.

However, you can still get a taste of the experience thanks to a free trial subscription. Sign in with either a Work or School login and visit the My Files section of OneDrive. Find the Documents folder, expand it and look for a file called 1_forwarder.xml. Double-right-click on it to extract the contents, then locate the following line in the resulting code:

Change the value of the "toAddressLists" parameter to point towards the address lists you wish to use. Make sure the list names match the contact names stored in Exchange Online.

Now save the modified XML document somewhere safe, e.g., desktop programs, cloud storage drives or OneDrive folders. Whenever you find an important email arriving in your main inbox, simply double-left-click the attachment and choose Open With followed by Notepad. Paste in the extracted content, adjust the parameters accordingly and then replace the old file with the new one. Remember to remove the previous file afterwards.



How do I forward an email to multiple addresses in Gmail?

Assuming you haven't changed your current sign-in preferences recently, the easiest option here is to forward the email manually. First, search for the email in question then hover over the link labelled View Original. Highlight the entire email subject and mouseover Create New Conversation, then pick Other Folder. From here, highlight the relevant parts of the message and copy them across.

Another method involves creating labels in advance, though this requires administrator privileges. Visit Gmail Labs and search for Labels. Hover over the label of choice and click Show Options. Choose Multiple Labels and give it a meaningful name. Repeat the procedure for each labelling system you plan to use.

Finally, you could always opt for third party apps designed to handle the task for you. There are lots of tools out there, many of which offer pro versions aimed squarely at businesses.

Here are three worth checking out:

Mail Merge: Offers a simple interface and works with large volumes of data. Pricing starts at $14 per month.

Multiple Emails Maker: Allows you to assign individual templates to named groups and sends out multiple copies. Price varies based on number of recipients.

Flexible HTML Messaging System: Integrates seamlessly with Microsoft Word, Excel and PowerPoint documents, plus offers support for live links and attachments. Free demo available.

Can I forward outlook Mail to multiple email addresses?

As mentioned above, unfortunately Microsoft does not currently provide a built-in solution that allows you to specify multiple forwarding addresses for your Outlook 365 inbox.

The closest thing is arguably the ability to schedule recurring deliveries, though this relies on the recipient being able to accept scheduled delivery requests. Otherwise, you'll need to rely on either manual methods outlined above or turn to a reputable third-party tool.

Check out these five solutions below:

1. Zoho Mail

2. Posteo

3. Mailjet

4. CloudMagic

5. Fetchmail

Posteo ($10/month)

Using Posteo, you can easily set up automatic forwarding from your work computer to personal devices. Setup occurs at the endpoints themselves using IP addresses, URLs and DNS records. Also included is a whitelist function where certain domains cannot be auto-forwarded.

CloudMagic ($12/mo)

This online service uses smart algorithms to determine which messages should be forwarded. It claims to deliver 99 percent accuracy and includes features like customizable schedules, priority flags for high volume traffic and email tracking.

It supports almost 200 countries and 50 languages. Users get 10GB of space for attachments. Plus, they can take advantage of premium spam protection and anti-virus scanning. Business customers pay less per year compared to paying monthly fees.

Fetchmail [Broken URL Removed] ($7/yr)

Like CloudMagic, Fetchmail provides multi-language support, easy setup and reliable performance. Its unique selling points include unlimited bandwidth usage, integration with popular applications and a 30 day money-back guarantee.

Pricing ranges from $6-$9 annually, depending on the size of your organisation. According to the company website, users benefit from reduced latency times and increased reliability.

Office 365 offers lots of useful features, but it can also be confusing if you don't know where to look for the right solution. We'll help you understand how to use some common features like forwarding and sharing mailboxes so that you're never stuck wondering what's possible with Office 365 again!

Auto-forwarding is an important part of using any email client, especially when working remotely. With auto-forwarders, we set up our inboxes to automatically route certain incoming emails (or even entire threads) to other people within our organizations as well as external addresses. This way, instead of being bombarded by emails on every topic imaginable while trying to keep track of everything ourselves, we can simply let them come into our "forwards" folder without having to go through all of them manually. The question now becomes whether there are limits to this feature and which ones apply. Let's take a closer look at these issues.

Can you Auto forward emails in Outlook 365?

If you have ever used Gmail before, then you probably already know about forwarding. In Gmail, once you create an alias, whenever new mails arrive to your primary address, they will automatically get forwarded to this alias. If you want to do something similar with Office 365, here is how to enable forwarding:

Click Mailbox -& Settings

Go to Email Options

Under Manage Accounts select Other Addresses

Now enter the name of the recipient(s), separated by comma. For example, if you would like to receive mails sent to JohnSmith@contoso.com via your @hotmail.com address, type johnsmith,hotmail.com. Click OK after entering each address. You should see the option under Receive mail as listed below:

Once enabled, new emails will show up in your Hotmail account just like regular outgoing mail does. However, because this is not actually forwarding, you might still need to open those mails first to find out who was sending them to begin with. It may be easier to think of it as creating additional aliases for different purposes.

In case you'd rather do both steps together, you can always click Change next to Aliases, followed by New Alias... to change the default address of your current Office 365 profile. Once done, make sure to check off the box beside Allow me to configure my home page to include links to my work devices. Now, whenever anyone sends you an email, you will see it pop up on your mobile device's browser homepage.

This same process works for individual folders too. Simply follow this link to manage Office 365 settings & add accounts. Then, scroll down until you reach Folders section. Here choose Create Folder.... Enter a Name, specify its location and hit Save. Next time, whenever someone sends you an email to that particular folder, you will immediately see their message along with others received from the same person. Keep in mind though that it won't appear on desktop clients unless you specifically allow it.

So far, so good. But what happens if you try to forward a thread containing several recipients? Can you do that? Yes, you can! To enable this functionality, repeat the above procedure and navigate to Thread Groups section. Under My group/folder, click Edit Rules... Select Send to Distribution List from dropdown menu. Choose Apply button and wait a few moments for rules to kick in. Your newly created distribution lists should start showing up in the sidebar navigation as soon as you save changes.

When you view this group, you should see all members listed in Recipients field. That means that anything sent to this group gets forwarded to everyone in it. So long as none of your other rules interfere, you can freely create groups like this and assign specific tasks to various individuals based on their profiles. Just remember to turn off rule for Sending Group Messages otherwise your recipients could end up receiving duplicate copies of any messages.

Can you forward emails from shared mailbox to multiple users?

Yes, absolutely. Shared mailboxes were introduced back in 2013 alongside OneDrive integration. They are basically company-wide portals for employees to log in and access files stored on SharePoint Server 2010. As such, they serve two major functions -- letting remote workers securely share documents with colleagues while providing centralized document management for IT admins.

What makes shared mailboxes special is the ability to grant permission to read/edit a file to only specific users. Unlike normal Exchange mailboxes whose permissions are managed centrally by administrators, shared mailboxes operate independently of central control. Thus, shared mailboxes have no concept of groups nor security roles assigned to users. Instead, they rely solely on the credentials provided by the sender.

That said, if you've got hundreds of authorized users across many departments, shared mailboxes can quickly become unmanageable. Fortunately, Office 2016 has made things much simpler. Thanks to People Picker tool, you can easily search for and locate users on your network. All you need to do is install the latest version of Office 2016 Professional Plus Edition and sign in to your domain controller. When you visit Control Panel - Administrative Tools - Computer Management, expand Network Connections node and double-click Users directory entry.

Next, switch over to Search tab and input text that matches your intended target. Press F3 key to filter results according to last modified date and press ENTER key to proceed further. By clicking Find Now, you will instantly jump to the corresponding user record. Finally, highlight desired users and press CTRL + C to copy names to clipboard. Afterward, head back to Control Panel - Administrative Tools - Computer Management and paste your chosen targets. Repeat this step for all users that you wish to connect to your computer. Once finished, close User Directory window, restart PC, and launch Word Online. From the Ribbon, choose File - Info - Account Properties. Look for Security tab located underneath Sign-in options. There you will see fields labeled Enabled to identify connected users. Checkmark boxes next to appropriate entries and click OK.

Since now you can directly edit those properties using built-in tools, shared mailboxes can finally act as glorified bookmarks to facilitate collaboration between teams. No longer do managers have to worry about tracking down missing information regarding employee whereabouts, vacation requests and similar day-to-day events.

You can also forward shared mailboxes' contents to non-Microsoft 365 users. In order to do that, however, they must reside on the same ActiveSync server as yours. Otherwise, the destination system cannot authenticate connection properly. Thankfully, most modern smartphones support multi-network capabilities nowadays. Therefore, forwarding shared mailbox content to non-office365 devices shouldn't pose problems either.

Can shared mailbox send email to distribution list?

The answer is yes, absolutely. Similar to forwarding, setting up distribution list allows us to organize mailing lists into separate categories. Think of it as assigning unique identities to people who belong to the same category. For instance, you can create a list called Employees and assign it to all internal staff. On top of that, you can also create subgroups like Sales Team A, B, and C. Using these lists, you can effectively monitor workflow status and notify relevant parties accordingly.

However, unlike forwarding, you can only use distribution lists to forward messages to specified recipients. Since distribution lists originated from Exchange 2003 days, newer versions utilize Conditional Formatting feature to achieve similar effect. Basically, conditional formatting defines how a cell looks depending on data values found elsewhere. While older versions relied on static color schemes, newer ones offer live updates.

For example, say you've defined Employee Category column to contain green background color. Whenever employee ID falls under that category, you can define second condition to alter font style. In doing so, you can force Outlook to display messages in bold red font. Similarly, you can combine multiple conditions to produce complex outcomes.

Can I forward my Outlook email to more than one account?

Yes, you can! Although Outlook doesn't officially provide any method to split your existing inbox into multiple subsets, third-party apps like SpamSieve can accomplish that feat for free. Alternatively, you can download MUO article Splitting Multiple Outlook Profiles Into Different Segments to learn how to setup multiple segments yourself.

If you use an email service like Outlook, Gmail, iCloud, or Yahoo Mail, then you've probably received forwarded mail from friends and family members. Email forwarding is one of the most common uses for email accounts today. But can Office 365 forward email to multiple users? And how does it work if so?

We'll show you everything you need to know about this feature.

First up, let's take a look at how you forward incoming email on Office 365 using two different methods. The first method allows you to forward emails to external recipients while the second forwards them internally within your organization (to other people who are already part of your Office 365 group).

Both options give you control over which specific individuals receive those emails instead of sending all of the correspondence out to everyone connected to that account. You also have more flexibility when setting up rules for these types of senders. Let's dive into both scenarios...

Can you forward o365 email to multiple users?

You're able to set up as many as five individual forwarding rules for each rule type — external and internal. For example, you could create several separate rules that only allow certain external contacts access to your inbox while others get routed directly to their respective folders. Or perhaps you'd prefer to route some internal communications to colleagues but not others. This option gives you full control.

To begin creating new forwarding rules, open Settings " Rules & Filters. Then click Create Rule....

In the next window, select either External Sender or Internal Senders. If you choose External Senders, enter the name of the person or business whose email address(es) you want to block/allow. Once done, check the boxes against any desired contact groups.

For instance, you might decide to apply this action to anyone from Google Apps domains or someone from any domain besides @outlook.com.

Once finished, hit Next again. In the resulting screen, you should see a list of potential destinations depending upon what kind of sender you chose. Select whichever ones make sense for your situation.

Finally, confirm by clicking Send Test Email. Your test message will be delivered accordingly.

Now we'll move onto the second scenario where you would forward emails to a single recipient or a collection of people. We'll go through this process step-by-step below.

How do I forward a shared mailbox in Office 365 with multiple users?

Let's say you share a mailbox within your company called My Shared Folder. Currently there are three other employees assigned to this folder and they all have read permissions. To add additional people, just click Add People under Users & Permissions in the sidebar menu. It may prompt you to sign in before adding people. Make sure you do! Otherwise, no one else can join your team without approval.

Next, simply input the email address of whoever you want to invite into the field provided. They must be included in your current Group Memberships section. Hit Save once you're satisfied with the results.

Then head back to the original page and scroll down until you find Share Mailbox " Move Content Into Another User Account. Clicking on this button opens a pop-up box showing all available content currently stored in the shared mailbox. From here, drag and drop items to reorder them under Other Accounts. Afterward, hit Done.

The result shows you the contents of the shared mailbox now reside in your personal OneDrive space. When you click on the item, it transfers right to its destination account. All future messages will arrive in that particular location unless otherwise specified. Note: Only administrators can transfer content between shared mailboxes.

Now, let's suppose you wanted to assign new users to this shared mailbox permanently. There are two ways to accomplish this task. First, you could manually change the permissions of all existing staff members to Administer Sharing Services. A quick way to do this is to hover over their names and press Ctrl + C to copy their profile details. Head to Settings " Groups & Membership. Under Manage Memberships, locate StaffMembership1 and double-click on it. Look toward the bottom where you'll spot a Check Box labeled Enable editing sharing settings. Uncheck it and hit OK. Repeat this procedure for every staff member except yourself.

Alternatively, you could enable automatic permission changes whenever a new employee joins the office. To start, visit Settings " Security & Privacy " General Management " Access Rights. Here you'll find fields titled Default Administrator Role and Assign Roles Automatically Based On Profiles. Toggle off Allow Full Control and toggle on Set roles automatically based on profiles. Now any newly hired worker will instantly gain administrator privileges after logging in.


How do I forward my Exchange email to multiple users?

Office 365 offers both manual and automated options for forwarding outgoing email. Unlike the above described approach, you cannot modify the default behavior of your own email client. Instead, you rely on the built-in functionality offered by Office 365. Unfortunately, this means you won't always retain complete control.

This limitation stems from the fact that Office 365 doesn't support natively forwarding email messages. However, you can still configure your system to accept messages from clients such as Outlook. Just follow the steps outlined below. Keep in mind that these directions differ slightly depending whether you're running Windows 10 Pro 64-bit or 32-bit OS versions.

Open the Ease of Access Center located in the upper left corner of your Taskbar. Within the navigation pane, expand the Get help heading. Then, select Change desktop icons and mouse gestures. Finally, click Turn Off Mouse Pointer and ensure No Desktop Icon appears when hovering over the cursor.

After doing this, restart your computer. Open Word Online and log into your account. Go to File " Options " Trust Centre " Trust centre settings. Scroll down until you reach Advanced features and verify that Disable Use ActiveX controls is selected. Also, tick Always ask me if applications try to download software.

Head back to Excel Online. Do likewise for PowerPoint Online. These actions will prevent Office apps from trying to launch plug-ins when opening documents. Remember to repeat these steps for each app installed on your PC.

Additionally, make sure that you don't have any old browser extensions lingering around. Visit Chrome://plugins to delete anything unwanted and refresh the page.

When you finish, reboot your machine again. Try downloading various files via Office apps and checking for errors. By following the instructions listed above, you should avoid triggering any unwanted behaviors caused by outdated plugins. Hopefully, none of these tips were successful in resolving your issue.

Can you forward emails to multiple email addresses?

Yes! You can forward emails to multiple email addresses simultaneously. Simply highlight the text you wish copied and navigate to Home " More Actions " Copy Text from Right Side Panel.

Select Multiple Copies and pick whatever number you desire. Then, hit Enter and wait for the dialogue box to close.

That's it! Feel free to keep copies of important information handy, even though they might end up getting lost in your ever growing junk drawer. Of course, you can adjust the formatting of each message as well.

Remember, you can also save entire conversations from your favorite messaging services like WhatsApp, Facebook Messenger, etc., by copying them from Web Clipper. To do this, open the chat thread and click Edit " Copy Chat History. Choose Yes, copy conversation history and paste it wherever you like.

Enjoyed learning about this nifty feature in Office 365? Here's something related we recommend: How easy is it to manage webmail spam filters in Office 365?


Author

Mathieu Picard

CEO, Anyleads, San Francisco

We are the leading marketing automation platform serving more than 100,000 businesses daily. We operate in 3 countries, based in San Francisco, New York, Paris & London.

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The perfect product to generate high quality leads from B2B to B2C.

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