Forward mail from Exchange to Gmail (NOT recommended for Current Employees)

Question

  • How do I forward my OSU Exchange mail to OSU Gmail?

Environment

  • Employee
  • Exchange mailbox

Caution: The Exchange email system at OSU is closely integrated with other systems, including calendaring, Teams and our voicemail system. It is recommended that you do NOT forward mail from Exchange to OSU Gmail.

Instead, we recommend that OSU employees forward from OSU Gmail to Exchange.

Resolution

To set rules to forward all mail, but keep meeting and voice messages in Exchange, follow these steps:

  1. Remove forward on Gmail, if there is one. This step is important to prevent a mail loop.
    1. Log in to Gmail here: http://oregonstate.edu/google
    2. Click the gear icon at the upper-right and choose "Settings"
    3. Click on "Forwarding and POP/IMAP"
    4. Click on "Disable Forwarding"
    5. Click "Save Changes" 
  2. Set a redirect rule in Outlook on the Web.
    1. Log in to Exchange here: exchange.oregonstate.edu
    2. Click on "Settings" (gear icon) in the upper-right and choose "View all Outlook Settings"
    3. Select Mail -> Rules -> Add new rule
      1. Set a name for your rule, such as "Forward mail"
      2. Under "Add a condition" select "Apply to all messages"
      3. Under "Add an action" select "Redirect to"
      4. Enter your OSU Gmail address in the format: username@onid.oregonstate.edu
      5. Uncheck "Stop processing more rules"
      6. Click Save.
  3. Set a delete rule in Outlook on the Web. If you want to keep a copy of all messages in Exchange, you should skip this step. (If you do keep a copy of mail in Exchange, make sure to clean up the mailbox occasionally so it does not fill up.)
    1. Click on "Settings" (gear icon) in the upper-right and choose "View all Outlook Settings"
    2. Select Mail -> Rules -> Add new rule
      1. Set a name for your rule, such as "Delete forwarded mail"
      2. Under "Add a condition" select "Apply to all messages"
      3. Under "Add an action" select "Delete"
      4. Click Save.
  4. Move "Delete forwarded mail" rule below the redirect rule: In the "Rules" menu, click the down arrow next to "Delete forwarded mail" so the rule is immediately after the "Forward mail" rule
  5. Test the configuration: Test sending a message to your username@oregonstate.edu and first.last@oregonstate.edu email addresses. Both tests should arrive in your Gmail mailbox.

 

More information about forwarding mail out of Exchange

Calendar, Free/Busy, Teams
If you are a frequent Outlook calendar user, it is highly recommended that you do NOT forward your mail out of Exchange. If you forward all mail out of Exchange, no one using Outlook/Exchange can see your free/busy information anymore. This means they cannot see when you are available for meetings. Also, no one will be able to see your availability or meeting status in Teams.

Voice Mail
Many people have converged voice mail, meaning that they receive voice messages in their email inbox. If you forward these voice messages out of Exchange, some features of the voice mail system are impacted.  The voice mail indicator light on your phone will never light up. Also, you will not be able to listen to voice messages using your phone - you will only be able to listen to voice messages via your email.

 

Assistance

For assistance, contact the Service Desk.

Details

Article ID: 66277
Created
Tue 10/30/18 12:23 PM
Modified
Wed 6/9/21 12:06 PM