With Microsoft Exchange, you can forward mail from one Exchange account to another or even to an external account if you set up a mail-enabled contact. If an employee recently left your company, or a worker has gone on vacation and you want his email to be forwarded to his supervisor, you can set up a forward using the Exchange Management Console. Consult your IT department first to verify that your domain account has the necessary permissions to make modifications to Exchange objects.
Configure Mail Forwarding to Another Exchange Recipient
Step 1Open the Exchange Management Console. You can access the console by logging in to your Exchange Server, or you may install it onto your own computer from the Exchange Server installation media. You must be logged in using a domain account that has local administrative access to the computer or server in question.
Step 2Double-click on “Recipient Configuration” in the left pane and select “Mailbox.” A list of your Exchange accounts will populate on the right.
Step 3Right-click on the mailbox you want to forward, then click “Properties” followed by the “Mail Flow Settings” tab.
Step 4Click “Delivery Options” and “Properties.” Check the “Forward to” box and click the “Browse” button.
Step 5Choose the desired recipient and click “OK.” If you want both the “forward to” and “forward from” addresses to receive incoming messages, check the box next to “Deliver message to both forwarding address and mailbox,” then click “OK.” You might want to enable this if the user whose mail you are forwarding is on vacation and will need the messages for his reference when he returns. It’s also a good idea to check this box for accountability purposes. If you clear this box, only the “forward to” recipient will receive messages for the duration of the forward.
Configure Mail Forwarding to an External Recipient
Step 1Open the Exchange Management Console. This utility is available on the Microsoft Exchange Server installation disc for installation on workstations, or you may access it by logging in to your Exchange Server. You must log in using a domain account with local administrative rights.
Step 2Click “Recipient Configuration” on the left and then click “New Mail Contact” on the right.
Step 3Select “New contact” and fill out the information on the Contact Information Page. In the “Name” field, you may want to add a descriptor such as “John Smith – External.”
Step 4Click the “Edit” button next to “External Email Address” and enter the external “forward to” email address in the SMTP Address dialog box.
Step 5Click “Next,” “New” and “Finish” to create your new mail-enabled contact. Follow the steps in the “Configure Mail Forwarding to Another Exchange Recipient” section. When you reach Step 5 in that section, you’ll notice that the new mail-enabled contact you created is now available as a possible “forward to” selection. Simply choose the mail-enabled contact and click “OK.”
When you set an email account to forward, check to see if the user is a member of any Exchange distribution lists, as mail going to these lists will forward as well. You can check memberships by double-clicking the user’s Exchange account and then clicking the “Member of” tab.
A writer and proofreader since 2006, B. Steele also works as an IT Help Desk analyst, specializing in consumer and business user tech support. She earned a B.A. in English and journalism from Roger Williams University. Steele also holds certifications as a Microsoft-certified desktop support technician, Microsoft-certified IT professional, Windows 7 enterprise support technician and CompTIA A+ IT technician.