How to Define Forwarding Rules in Gmail and Outlook

Set up email forwarding rules in Gmail and Outlook to control which emails get forwarded to external systems.

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Introduction

Email forwarding rules help control which emails get forwarded to a designated email address. By setting up specific filters, you can prevent certain emails from being forwarded while still receiving them in your inbox. This is useful in cases where sensitive, internal, or unnecessary emails should not be shared with external systems or teams.

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Setting Up Forwarding Rules in Gmail

Create A filter to prevent forwarding

1

Open Gmail and click on the gear icon → See all settings

2

Navigate to the Filters and Blocked Addresses tab

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Click on Create a new filter

4

Define filter criteria

• From: Enter the email address (e.g., [e-mail]).

• Subject: Enter keywords to block (e.g., "Payment Confirmation").

• Has the words: Add specific words in the body that should trigger the rule.

5

Click Create filter

6

Select Delete it or Skip the Inbox (Archive it) to prevent forwarding

7

Click Create filter

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Setting up Forwarding Rules in Outlook (Office 365)

Create a rule to stop forwarding

1

Open Outlook and go to Settings → View all Outlook settings

2

Navigate to Mail → Rules

3

Click Add a new rule

4

Define rule conditions

• From: Select specific senders (e.g., [e-mail]).

• Subject includes: Enter keywords (e.g., "Invoice", "Subscription").

• Body includes: Define words that should block forwarding.

5

Under Actions, select Do not forward or Move to Junk/Deleted Items

6

Click Save to apply the rule

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Use Cases Where Forwarding Rules are Useful

1. Prevent Payment Partner Emails from Reaching CRM

• Scenario: You receive invoices or payment confirmation emails from a third-party payment processor.

• Action: Prevent forwarding emails with subjects like "Payment Processed" or "Invoice Attached" to your CRM system.

2. Stop Internal Communications from Forwarding to External Recipients

• Scenario: Internal company emails discussing strategy should not be shared with external vendors.

• Action: Block forwarding of emails from @company.com containing "Confidential" in the subject line.

3. Avoid Auto-Forwarding System Notifications

• Scenario: Your software system generates automated reports that are meant only for internal review.

• Action: Set a rule to filter emails with "System Report" in the subject line and prevent forwarding.

4. Prevent Forwarding of Customer Support Conversations

• Scenario: Customer complaints or queries should not be forwarded to marketing teams.

• Action: Filter emails containing words like "Complaint" or "Urgent Support Request" and ensure they are only visible to support agents.

5. Block Forwarding of Password Reset or Security Alerts

• Scenario: Security emails such as password reset requests or login alerts should remain private.

• Action: Prevent forwarding of emails containing "Password Reset" or "Unusual Login Attempt" in the subject line.

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FAQ'S

Can I apply multiple filters to prevent forwarding in Gmail or Outlook?

Yes, both Gmail and Outlook allow you to create multiple rules with different conditions to prevent forwarding based on sender, subject, or keywords in the email body.

Will these filters prevent emails from arriving in my inbox?

No, setting up a filter to prevent forwarding does not delete emails unless you explicitly choose the "Delete it" action. They will still be available in your inbox unless you archive them.

Can I override forwarding rules for specific email addresses?

Yes, you can create exceptions by adding conditions in the filter settings, such as allowing forwarding for certain trusted senders while blocking others.

Does blocking forwarding also prevent manual forwarding by users?

No, these rules only affect automated email forwarding. Users can still manually forward emails unless additional security measures, like Data Loss Prevention (DLP) policies, are applied.

Do forwarding prevention rules work on mobile apps?

Yes, once set up, these rules apply across all devices, including mobile apps, as they are enforced at the server level.

How do I check if my forwarding prevention rules are working?

In Gmail, you can review existing filters under Settings > Filters and Blocked Addresses. In Outlook, navigate to Settings > Mail > Rules to verify applied rules.