If you need to receive your Outlook email at a Gmail or other email account, you can set up a mail redirection rule that will forward your emails to that alternate account.
Technically speaking, redirection and forwarding are different actions–forwarded messages appear as messages that are forwarded by you (i.e. from your own email address), while redirected messages appear as though they came from the original sender. The process described in this post is redirection.
In the Outlook Web App:
- From the settings gear, click Options.
- Under Automatic processing in the MAIL section, click Inbox rules.
- Click the plus sign (+) to create a new inbox rule.
- Enter a name, i.e. “Ninja mail forwarding.”
- From the drop-down menu under When the message arrives, and * select [Apply to all messages].
- From the drop-down menu under Do the following select Forward, redirect, or send -> Redirect the message to.
- Enter the email address in the To: field.
- Click OK.
In Outlook 2013/2016:
- From the File tab, select Info. Click Manage Rules and Alerts.
- Under the E-mail Rules tab in the Rules and Alerts window, click New Rule.
- In the Rules Wizard window, under Step 1: Select a template, click Apply rule on messages I receive. It will appear in the Step 2 section.
- Click Next.
- In the following Rules Wizard window, click Next again without selecting any of the conditions.
- A warning tells you that the rule will be applied to every message you receive. Click Yes.
- In the following Rules Wizard window, select redirect it to people or public group. It will appear in the Step 2 section.
- Click the underlined people or public group link in the Step 2 section. The Rule Address window will pop up.
- In the To-> field, type the email address you want to redirect to.
- Click OK. You will be back in the Rules Wizard.
- Click Next.
- In the following Rules Wizard window, you can select a new name for the process; the default rule name is the email address you entered.
- Click Finish.
- Back at the Rules and Alerts window, click Apply and then click OK.
Something to keep in mind: for some organizations, forwarding messages to an external address violates their policy on network and computer use. After the messages leave the protection of a corporate network, there is the potential that the messages can be diverted or intercepted by unintended recipients.