Forwarding Staff Email
If you need to read your email off-campus, we recommend you use Outlook Web App, which you can access via a web browser, rather than forwarding your mail to another account. The address is: https://exchcas.unv.wlv.ac.uk/owa.
If you need someone to deal with some or all of your email on your behalf, there are several ways you can do this:
- Out of Office Assistant - quick and easy to set up, and to turn off when you get back in to the office.
- Delegate Permissions - a more long-standing arrangement for someone to deal with your email, (and calendar), on your behalf. Ideal for manager/assistant, and for someone who has regular or longer absences from their office. Please contact the IT Service Desk on ext. 2000 if you want to do this.
Forwarding your email to another account using Outlook 2010
When you forward your email to another account, you can choose either to keep a copy of all your incoming mail in your Inbox on the University server, or to delete it. If you choose to keep a copy, make sure there is plenty of space in your Inbox before you set up any forwarding. Even if you choose to delete copies of items from your Inbox, they are moved to your Deleted Items folder, so you still need to empty this periodically so your mailbox doesn't fill up.
It is also important that the other account is administered correctly, as it can cause problems if the forwarded mail is rejected from the other address.
How to use Automatic Replies in Outlook to Forward your Email
- Go to your Inbox, and select the File tab.
- Select Automatic Replies (Out of Office)
- Select Send automatic replies.
- Select the time range for your automatic replies.
- Type in the text you want to be sent on your replies, e.g. "I will be out of the office until 28th October. Your mail has been forwarded to .....". You can send different replies to staff in the University or to people outside.
- Select the Rules button at the bottom of the page.
- Select Add Rule.
- Tick the Forward box toward the bottom of the Edit Rule window (see below).
- If you need to forward your email to someone else at the University, select their address from the global address list by clicking on the 'From'button. (It will not work if you use the format firstname.lastname@example.org). If you need to forward it to an external address, then it is fine to use the @-sign in the address.
- If you wish, you can be selective with which emails you forward, e.g. you might only want your boss/assistant to deal with emails from certain people.
- If you think your Inbox might fill up while you are away, also select the option to Delete the message.
- Click the OK button at the top of the Edit Rule window.
- Confirm that this will apply to all your messages if appropriate.
- Click OK button a couple of times.
Your incoming email will now be forwarded to the other email address.
When you use Outlook on your return to the University, make sure you turn automatic replies off. Although you are turning it off, the settings are retained so you can use them in future.
- Forwarding sends a copy of your emails to the other account, and it looks like they have come from you. The 'Reply' window will contain your email address.
- Redirecting sends a copy of your emails to the other account, but it looks like they came from the original sender. The 'Reply' box will contain the email address of the original sender. To change a Forward to a Redirect click on the arrow next to the Method box, and select 'Leave Message Intact'.