How To Set Up Email Redirect in Outlook and Outlook Web App OWA

How To Set Up Email Redirect in Outlook and Outlook Web App OWA

This blog outlines how to set up email redirect in Outlook and Outlook Web App (OWA)

You can use Outlook Inbox Rules to redirect any messages you received that match conditions specified in the Rule to another email account.

There are two methods to set up an Email Redirect when using Microsoft’s Office 365. You can use the local Outlook application or the Outlook Web App via a browser. This blog will show you how to set up Inbox Rule to achieve this using either method.

I. Set Up Email Redirect in Outlook local

1. In Outlook, click the FILE tab

2. From the Account Information window, select Info tab and then Manage Rules and Alerts

3. In the Rules and Alerts dialog box, on the Email Rules tab, choose New Rule.

4. In the Rules Wizard, under Start from a blank rule, click Apply rule on message I receive, and then click Next.

5. Tick the check box next to each condition that you want the incoming message to meet (match) for the rule to apply.

In this case, under Step 1: Select condition(s), select “where my name is in the To or Cc box”. The selected condition will appear in the box Step 2: Edit the rule description (click an underlined value). Then click Next.

If you choose a condition with a blue underlined value, specify the value by clicking on the underlined text.

6. Select the action(s) that you want the rule to take when the specified conditions are met.

In this case, under Step 1: Select action(s), select “redirect it to people or public group”. The selected action will appear in the box Step 2: Edit the rule description (click an underlined value)

Click on “people or public group” under Step 2, a Rule Address dialog box will open.

You can search the contact where the email will be redirected to by name. In the contact list, double-click the contact or public group. The selected contact or public group will appear in the To–> box.

Then click OK

7. Tick the check box if there is any exception to the rule.

If there is no exception, click Next

If there are exceptions, under Step 1: Select condition(s), tick the checkbox next to the exception condition(s). The selected condition will appear in the box Step 2: Edit the rule description (click an underlined value). Click the underlined value, and select or type the necessary information for the condition.

Then click Next

8. Finish rule setup dialog box will appear.

Under Step 1: Specify a name to this rule, type a name

Under Step 2: Set up rule options, select the check boxes for the options that you want. If you want this rule to be effective immediately then ensure the Turn on this rule check box is ticked

Click Finish

9. Your new redirecting rule appears in the list shown on the Rules and Alerts dialog box with a summary of the action and condition under Rule description.

Click Apply

10. To turn off the rule, un-tick the check box next to the rule name.

With the rule check box ticked

– to Edit Rule Settings / Rename, click Change Rule and then click Apply.

– to delete a rule, click Delete then click Apply

II. Set Up Email Redirect with Outlook Web App

1. In a Web browser, sign in to Outlook Web App using the URL provided by the person who manages email for your organisation or at https://outlook.office365.com. Enter your user name and password, and then click Sign in.

1. Choose Settings (gear icon at the top right corner) then select Mail shortcut aleft-handtom right corner.
On the left-hand menu, select Options tab > Mail > Automatic Processing then Inbox and Sweep rules
You can also type Inbox Rules in the Search all settings field.
Click the + icon to add a new rule

2. Name: Enter a name for your new rule

3. Select the condition(s) you want the incoming message to meet (match) for the rule to apply.

When the message arrives, and it matches all of these conditions: click the drop-down box to reveal a list of conditions and. In this case, select My name is and in the To or Cc box. Then select [Apply to all messages]

4. Select the action(s) that you want the rule to take when the specified conditions are met.

Do all of the following: click on the drop-down box to reveal a list of actions to take. In this case, select Forward, redirect or send then Redirect the message to

5. Select the address you want to redirect the message to by double-clicking the contact in the contact list. If the address you want to redirect your message to isn’t in the address book, you can enter the email address in the To line at the top of the window or enter the Search People field

6. Click OK to save your selections and return to the New inbox rule window.

7. Click Save to save your rule and return to the Inbox rules tab.
To Stop Forward Rule, untick the check box and click Save.
If you want to delete a rule, on the Inbox rules window, ensure the rule checkbox is ticked then click the trash icon
If you want to edit a rule, on the Inbox rules window, ensure the rule checkbox is ticked then click the pencil icon

What is the difference between Auto Forward and Redirect?

FORWARD

Forwarded messages will appear as messages that are forwarded from you

– When email is forwarded, an “FW:” appears at the beginning of the subject line

– Reply to forwarded message will go to the address the messages are forwarded from

For example, if your name is ‘Andrew’ and you received an email from ‘Susan’ and forwarded it to ‘John’, for John, the email will appear to have come from you ‘Andrew’

REDIRECT

– Redirected messages will appear to come from the original sender

– When email is redirected, email is sent in its original state

– Reply to redirected messages will go to the address of the original sender

For example, if your name is ‘Andrew’ and you received an email from ‘Susan’ and redirected it to ‘John’, for John, the email will appear to have come from ‘Susan’, not from you ‘Andrew’

Note

– For your records, a copy of the message remains in your mailbox or its designated folder in both cases.

– If you add an action to delete a message in the Rule, the message will go to your Deleted Items folder and will still be counted against your mailbox limit. If you exceed your mailbox limit, you may be blocked from sending or receiving new messages, and forwarding rules may not work until you delete enough messages to bring the total below your mailbox limit.

– When you create a forward or redirect rule, you can add more than one address to send to. The number of addresses you can send to may be limited, depending on the settings for your account. If you add more addresses than are allowed, your rule won’t work. If you create a rule with more than one address, test it to be sure it works.

– Your administrator may have blocked the ability to use forward or redirect rules to send mail to some or all domains outside of your own. After you’ve created a redirect or forward rule, test the rule by sending a message from a third account to your account. Then check the account your rule is set to forward messages to.

How To Set Up Outlook Auto Forward including Outlook Web App

How To Set Up Outlook Auto Forward including Outlook Web App

This blog outlines how to set up Outlook auto forward, including Outlook Web App.

You can use Outlook Inbox Rules to forward any messages you received that match conditions specified in the Rule to another email account.

There are two methods to set up an Auto Forward when using Microsoft’s Office 365. You can use the local Outlook application or the Outlook Web App via a browser. This blog will show you how to set up Inbox Rule to achieve this using either method.

I. Set Up Auto Forward with Outlook local

1. In Outlook, click the File tab

2. From the Account Information window, select Info tab and then Manage Rules and Alerts

3. In the Rules and Alerts dialog box, on the Email Rules tab, choose New Rule.

4. In the Rules Wizard, under Start from a blank rule, click Apply rule on message I receive, and then click Next.

5. Tick the check box next to each condition that you want the incoming message to meet (match) for the rule to apply.

In this case, under Step 1: Select condition(s), select “where my name is in the To or Cc box”. The selected condition will appear in the box Step 2: Edit the rule description (click an underlined value). Then click Next.

If you choose a condition with a blue underlined value, specify the value by clicking on the underlined text.

6. Select the action(s) that you want the rule to take when the specified conditions are met.

In this case, under Step 1: Select action(s), select “forward it to people or public group”. The selected action will appear in the box Step 2: Edit the rule description (click an underlined value)

Click on “people or public group” under Step 2, a Rule Address dialog box will open

You can search the contact where the email will be forwarded to by name. In the contact list, double-click the contact or public group. The selected contact or public group will appear in the To–> box.

Then click OK

7. Tick the check box if there is any exception to the rule.

If there is no exception, click Next

If there are exceptions, under Step 1: Select condition(s), tick the checkbox next to the exception condition(s). The selected condition will appear in the box Step 2: Edit the rule description (click an underlined value). Click the underlined value, and select or type the necessary information for the condition.

Then click Next

8. Finish rule setup dialog box will appear.

Under Step 1: Specify a name to this rule, type a name

Under Step 2: Set up rule options, select the check boxes for the options that you want. If you want this rule to be effective immediately then ensure the Turn on this rule check box is ticked

Click Finish

9. Your new forwarding rule appears in the list shown on the Rules and Alerts dialog box with a summary of the action and condition under Rule description.

Click Apply

10. To turn off the rule, un-tick the check box next to the rule name.

With the rule check box ticked

– to Edit Rule Settings / Rename, click Change Rule and then click Apply.

– to delete a rule, click Delete then click Apply

II. Set Up Auto Forward (with condition) with Outlook Web App

1. In a Web browser, sign in to Outlook Web App using the URL provided by the person who manages email for your organisation or at https://outlook.office365.com. Enter your user name and password, and then click Sign in.

1. Choose Settings (gear icon at the top right corner) then select Mail shortcut aleft-handtom right corner.
On the left-hand menu, select Options tab > Mail > Automatic Processing then Inbox and Sweep rules
You can also type Inbox Rules in the Search all settings field.
Click the + icon to add a new rule

2. Name: Enter a name for your new rule

3. Select the condition(s) you want the incoming message to meet (match) for the rule to apply.

When the message arrives, and it matches all of these conditions: click the drop-down box to reveal a list of conditions and. In this case, select My name is and in the To or Cc box. Then select [Apply to all messages]

4. Select the action(s) that you want the rule to take when the specified conditions are met.

Do all of the following: click on the drop-down box to reveal a list of actions to take. In this case, select Forward, redirect or send then Forward the message to

5. Select the address you want to forward the message to by double-clicking the contact in the contact list. If the address you want to forward to isn’t in the address book, you can enter the email address in the To line at the top of the window or enter the Search People field

6. Click OK to save your selections and return to the New inbox rule window.

7. Click Save to save your rule and return to the Inbox rules tab.
To Stop Forward Rule, untick the check box and click Save.
If you want to delete a rule, on the Inbox rules window, ensure the rule checkbox is ticked then click the trash icon
If you want to edit a rule, on the Inbox rules window, ensure the rule checkbox is ticked then click the pencil icon

III. Set Up Automatic Forward (without condition) with Outlook Web App

To automatically forward ALL messages to another account, proceed as follows.

1. In a Web browser, sign in to Outlook Web App using the URL provided by the person who manages email for your organisation or at https://outlook.office365.com. Enter your user name and password, and then click Sign in.

1. Choose Settings (gear icon at the top right corner) then select Mail shortcut at the bottom right corner.

On the left-hand menu, select Options tab > Mail > Account then Forwarding

2. Click the Start forwarding radio button.

3. In the, Forward my email to text box, enter the email address to forward to.

Tick the checkbox Keep a copy of forwarded messages if you want to keep copies of forwarded messages in your mailbox. If you leave this box unticked then you will not retain a copy of the forwarded message.

4. Click Save, at the top lefthand corner of the Forwarding page, to save your changes.
Your email messages will now be forwarded to the selected email address.

To stop forwarding messages to another account, open the Forwarding page (see Step 1), click the Stop forwarding radio button, then click Save at the top left-hand corner of the page.

If you don’t want to forward ALL email messages, then you can forward selected messages by using conditional rules using the steps in Section II. Set Up Forwarding Rules with Outlook Web App

What is the difference between Auto Forward and Redirect?

FORWARD

– Forwarded messages will appear as messages that are forwarded from you

– When email is forwarded, an “FW:” appears at the beginning of the subject line

– Reply to forwarded message will go to the address the messages are forwarded from

For example, if your name is ‘Andrew’ and you received an email from ‘Susan’ and forwarded it to ‘John’, for John, the email will appear to have come from you ‘Andrew’

REDIRECT

Redirected messages will appear to come from the original sender

– When email is redirected, email is sent in its original state

– Reply to redirected messages will go to the address of the original sender

For example, if your name is ‘Andrew’ and you received an email from ‘Susan’ and redirected it to ‘John’, for John, the email will appear to have come from ‘Susan’, not from you ‘Andrew’

Note

– For your records, a copy of the message remains in your mailbox or its designated folder in both cases.

– If you add an action to delete a message in the Rule, the message will go to your Deleted Items folder and will still be counted against your mailbox limit. If you exceed your mailbox limit, you may be blocked from sending or receiving new messages, and forwarding rules may not work until you delete enough messages to bring the total below your mailbox limit.

– When you create a forward or redirect rule, you can add more than one address to send to. The number of addresses you can send to may be limited, depending on the settings for your account. If you add more addresses than are allowed, your rule won’t work. If you create a rule with more than one address, test it to be sure it works.

– Your administrator may have blocked the ability to use forward or redirect rules to send mail to some or all domains outside of your own. After you’ve created a redirect or forward rule, test the rule by sending a message from a third account to your account. Then check the account your rule is set to forward messages to.

How To Set Up Your Email Account on iOS

How To Set Up Your Email Account on iOS

There are two ways to set up an email account on iOS. This blog will show you step by step how to set up automatically and manually your email account on iPhone, iPad.

I. Set up your email account on iOS automatically

1. Go to Settings, scroll down to Accounts & Passwords

2. Then tap Add Account

If you’re using iOS 10.3.3 or earlier, go to Settings > Mail > Accounts and tap Add Account.

3. Select your email provider. If you don’t see your email provider, tap Other to add your account manually.

4. Enter your email address and password.

5. Tap Next and wait for Mail to verify your account.

6. Choose information from your email account, like Contacts or Calendars, that you want to see on your device.

7. Tap Save

II. Set up your email account on iOS manually

If you need to set up your email account manually, make sure that you know the email settings for your account. If you don’t know them, you can look them up or contact your email provider.

Then follow these steps:

1. Repeat Step 1 & 2 above

2. Tap Other, then tap Add Mail Account.

3. Enter your name, email address, password, and a description for your account.

4. Tap Next. Mail will try to find the email settings and finish your account setup. If Mail finds your email settings, tap Done to complete your account setup.

If Mail can’t find your email settings, then you need to enter them manually. Tap Next, then follow these steps:

5. Choose IMAP or POP for your new account. If you aren’t sure which one to choose, contact your email provider.

6. Enter the information for Incoming Mail Server and Outgoing Mail Server. Then tap Next. If you don’t have this information, try to look it up or contact your email provider.

7. If your email settings are correct, tap Save to finish. If the email settings are incorrect, you’ll be asked to edit them.

8. If you still can’t set up your email account or save your email settings, contact your email provider.

If you try to look up your email settings, it would look like the below example.

How To Set Up Outlook Out of Office (Automatic Replies) incl. Web App

How To Set Up Outlook Out of Office (Automatic Replies) incl. Web App

There are two methods to set up an Outlook Out of Office (Automatic Replies) when using Microsoft’s Office 365. You can use the local Outlook application or the Outlook Web App via a browser.

This blog will show you step by step how to set up Outlook Out of Office (Automatic Replies) for Microsoft Office Outlook 2016, 2013, 2010.

Set up Out of Office in Outlook

1. In Outlook, click the File tab

2. Then click the Info tab in the menu, select Automatic Replies (Out of Office)

3. In the Automatic Replies dialog box, select the Send Automatic Replies check box.

If you want to specify a set time and date range, select the Only send during this time range check box.

Then set the Start time, and then set the End time. The Automatic Replies (Out of Office) message will continue to run until the date and time set for the End Time is reached.

In the Inside my organisation tab, type the message that you want to send within your organisation

In the Outside my organisation tab, type the message that you want to send outside your organisation.

Note: Sending automatic replies to anyone outside my organisation will send your automatic reply to every email, including newsletters, advertisements, and potentially, junk email. If you want to send automatic replies to those outside your organisation, we recommend choosing My contacts only.

4. Select OK to save your settings

5. If you do not set the time range, you’ll need to turn off automatic replies manually by selecting Do not send automatic replies check box (see step 3 above)

When Outlook is setup to send automatic replies, you’ll see a notification under the ribbon with this information. Select Turn off to disable automatic Out of Office replies.

Set up Out of Office with Outlook Web App

1. In a Web browser, sign in to Outlook Web App using the URL provided by the person who manages email for your organisation or at https://outlook.office365.com. Enter your user name and password, and then click Sign in.

2. Choose Settings (gear icon at the top right corner) then select Automatic Replies – create automatic reply (Out of Office) message

3. In the Automatic Replies panel, select the Send Automatic Replies check box to turn on automatic replies

Select Send replies only during this time range check box and then set a Start time and End time to control when automatic replies are sent.

Use the text box to create a message that is sent only to senders who are inside your organisation.

Select Block my calendar for this period to block your calendar for the time period you’ll be away and clear any existing appointments by declining or cancelling them. You can also set it to automatically send a response to any incoming invitations.

Scroll down the Automatic Replies panel, select the Send automatic replies message to senders outside my organisation, type the message that you want to send in the text box.

Note: Sending automatic replies to anyone outside my organisation will send your automatic reply to every email, including newsletters, advertisements, and potentially, junk email. If you want to send automatic replies to those outside your organisation, we recommend choosing Send replies only to sender in my Contact list.

4. Select OK on top left of the panel to save your settings.

5. If you don’t set a time period, your automatic reply will remain on until you turn it off. Turn off automatic replies manually by selecting Do not send automatic replies check box.

6. You’ll be reminded your automatic replies are turned on each time you sign in to your mailbox. Select Turn off to disable automatic Out of Office replies.

You can download PDF Guides on how to set up Out of Office in Outlook and Outlook Web App here.

Email Security with Office 365 Advanced Threat Protection

Email Security with Office 365 Advanced Threat Protection

More than 90% of targeted attacks start with email as cybercriminals look to gain access to your organisation. With sophisticated cyber attacks on the rise, your email security must keep up. Microsoft is continuing to wage on war on phishing attacks and email scam with the latest Email Security service, Office 365 Advanced Threat Protection.

What is Office 365 Advanced Threat Protection?

Advanced Threat Protection is an optional service of Office 365, available at an additional fee on most subscriptions but is indeed one that we would highly recommend. It is a cloud-based email filtering service and built to provide nearly unparalleled email security with little impact on productivity. Urban Network have been including this important feature within all client proposals for some time now.

Features

Advanced Threat Protection defends your organisation from today’s growing and evolving advanced threats with powerful protection capabilities like Safe Links and Safe Attachments

Safe Links provides time-of-click protection to help prevent users from opening or accessing malicious links. The protection can apply to hyperlinks in email and hyperlinks in Office documents, such as Word, Excel, PowerPoint, and Visio files on Windows.

Safe Attachments protects users from opening malicious email attachments. All messages and attachments that don’t have a known virus/malware signature are routed to a special environment where ATP uses a variety of machine learning and analysis techniques to detect malicious intent. If no suspicious activity is detected, the message is released for delivery to the mailbox.

Over the last month, Microsoft announced the availability of two new capabilities – URL Detonation and Dynamic Delivery – which improve the security Advanced Threat Protection provides while keeping people productive.

URL Detonation

When a user receives an email, Advanced Threat Protection analyses the URLs for malicious behaviour

This new capability is in addition to the URL reputation checks that Advanced Threat Protection already does. If the user clicks a link during the scan, the message “This link is being scanned” is displayed. If the link is identified as malicious after the scan, a pop-window opens notifying the user that the file is malicious and warns the user against opening it.

Dynamic Delivery

Since introducing Safe Attachments, Advanced Threat Protection has greatly reduced the time it takes to scan emails containing attachments. While any malware solution requires some small amount time to scan suspicious attachments, Advanced Threat Protection enables you to remain productive during this scan time. Now, with Dynamic Delivery, recipients can read and respond to the email while the attachment is being scanned. Dynamic Delivery delivers emails to the recipient’s inbox along with a “placeholder” attachment notifying the user that the real attachment is being scanned – all with minimal lag time.

If a user clicks the placeholder attachment, they see a message showing the progress of the scan. If the attachment is harmless, it seamlessly re-attaches to the email so the user can access it. If it is malicious, Office 365 Advanced Threat Protection will filter out the attachment.

Rich reporting and critical insights

ATP rich reports give Office 365 admins visibility into each potentially dangerous click within the company, who within your organisation is being maliciously targeted, as well as the category of the attacks you’re up against.

How to get started with Advanced Threat Protection?

Microsoft’s Office 365 service has been with us for some time now in its various forms or brands. It was reported in January of this year that the global adoption rate of the service had brought the subscriber numbers up to some 24.9 million. These are big numbers and show that Office 365 has not only thrived but is looking to become the cloud application of choice for business around the world.

With Microsoft’s Office 365 Advanced Threat Protection, you can protect your mailboxes against unsafe attachment and malicious links in real time. Contact our Office 365 expert today to learn more how you can add Advanced Threat Protection to your Office 365 subscription.

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