Mail Redirection
1. Recommendation [menu]
- We recommend that full-time students and employees do not forward their mail. Separate your personal mail from your school/work mail. Install Outlook on your mobile to receive notifications about new university mail.
- If you have a mailbox in Microsoft 365, set up forwarding in Microsoft 365 and check the box Keep a copy of forwarded messages..
- If you receive all your university mail in your InSIS mailbox, set up forwarding there. However, it is more suitable to use the Microsoft 365 mailbox and set up forwarding there.
- Messages sent to your school address from other domains may not be successfully delivered to the forwarding destination. The usual reason is a different sensitivity to unsolicited mail.
2. System Forwarding [menu]
Mail is delivered to each user’s mailbox on the respective distribution server. Technically, this is handled by system forwarding settings, which the user cannot change. For example, if you have the Office 365 distribution server, you will see forwarding to Office 365 in your InSIS mailbox:
3. Setting up Forwarding in Microsoft 365 [menu]
- Forwarding all messages – A simple rule for forwarding of all mail.
- Forwarding or redirection messages based on inbox rules – Differentiates between redirecting and forwarding, allows forwarding only a selected messages or forwarding to multiple addresses.
3.1 Forwarding all messages[menu]
In this option, all mail is forwarded. It can be easily set up via the Microsoft 365 web interface. The recipient will see the message as if it came directly from the original sender. Briefly, the setup procedure:
- Display your mailbox in your web browser.
- Click on the gear icon
at the top right. - Select Mail on the left and then Forwarding.
- Fill in the details, including saving copies of forwarded messages, and save.
- After setting up, check that the forwarding is working correctly.
>> click for instructions on how to set or cancel forwarding in Microsoft 365 <<
- After logging in to your Microsoft 365 mail, click on the , select Mail in the left column, and then the Forwarding option in the adjacent column.
- Click the Enable forwarding switch.
- Enter the target address, check Keep a copy of forwarded messages.
- Confirm at the bottom with the Save button.
- To cancel forwarding, go to the same location – select Stop forwarding.
- If you do not find the Forwarding option, forwarding is not enabled for your account. You likely have the InSIS distribution server set up.
For more information on forwarding, see Forwarding Emails to Another Email Account .
3.2 Forwarding/Redirecting using Inbox Rules [menu]
Using Inbox rules, received messages that meet the conditions specified in the rule can be forwarded or redirected to another email address. For example, only messages from a specific sender can be forwarded, mail can be forwarded to multiple addresses, and all messages except spam can be forwarded.
Spam is not sent to the destination address – spam is placed in the Junk E-mail folder before inbox rules are evaluated.
You can create rules in the web interface or in Outlook for Windows/macOS.
>> click to view the redirect rule setting in the web interface <<
- After logging into Office 365 mail, click , select Mail in the left column, and then the Rules option in the adjacent column.
- Add a rule by clicking Add new rule.
- Fill in the Name of the rule, enter the condition or conditions (on the screenshot it is without condition – all emails to the Inbox whose processing has not been finished by previous rules), and then select the action.
- At the end of the list of possible actions, there are three options::
- Forward to – FW: is added to the beginning of the message subject, and the content of the forwarded message is inserted inside the new message.
- Forward as attachment – Similar to the previous one, except the forwarded message is attached as an attachment, including complete headers (.eml format). Most email clients can display the content of this.
- Redirect to – All mail is sent unchanged to the specified account. The recipient will see the message as if it came directly from the original sender.
- If you want to save a copy of the message in Microsoft 365, the option Stop processing more rules must not be checked for redirection/forwarding rules.
- Confirm the created rule with the Save button.
If you want to save a copy of the message in Office 365, the Stop processing more rules must not be checked for the forwarding/redirection rules.
You can have multiple rules; the outcome depends on the order of the rules.
For more information, see Forwarding Messages Automatically to Another Account Using Rules in Outlook Web App.
4. Setting up Forwarding in InSIS [menu]
- In the InSIS mailbox, you can set up forwarding to one or more addresses.
- Forwarding cannot be set up if you have a mailbox in Microsoft 365.
- You can set storing of mail forwarding – beware of 50MB mailbox capacity. If the mailbox is full, new messages will be rejected and not forwarded/redirected.
- It can be set up so that only messages from the study system (so-called system mail) are forwarded.
- SPAM is not forwarded.
>> click for an example of setting up forwarding in InSIS <<
- Display your mailbox in the study system. In the top row of options, click on Settings and then on Forward mail.
- Add one or more addresses.
- Decide on the options I wish to save forwarded mail (rather not recommended) and Forward all received mail (which we recommend checking).
- Confirm the settings with the Save settings button.
More information can be found in the help section of the study system.