Forward mail from Exchange to Gmail (NOT recommended)

Question

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

Environment

  • Employee
  • Exchange mailbox

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

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

 

Resolution

Method 1 (Preferred Method) - Forward Mail, Keep Meeting Requests and Voice Messages in Exchange

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 Web App. 
    1. Log in to Exchange here: https://exmail.oregonstate.edu/owa
    2. Click on "Options" at the upper-right and choose "Create an Inbox Rule"
    3. Click on "New"
    4. Under "When the message arrives" select "Apply to all messages"
    5. Under "Do the following" select "Redirect the message to"
    6. Choose "Select People" if the Address book does not pop-up
    7. In the "To ->" box at the bottom, type in your ONID email address,  username@onid.oregonstate.edu, and click OK
    8. Under "Name of Rule" enter a name like "Redirect to Gmail" (Click on "More Options" if the name field is not displayed)
    9. Click Save.
    10. Answer "Yes" to the question "Do you want this rule to apply to all future messages?" redirect rule example screen capture
  3. Set a delete rule in Outlook Web App. 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 occassionally so it does not fill up.)
    1. In the "Inbox Rules" menu, click on New
    2. Under "When the message arrives" select "Apply to all messages"
    3. Under "Do the following" select "Delete the message"
    4. Under "Name of Rule" enter something like "Delete messages"
    5. Choose "More Options"
    6. Choose "Add Exception"; under "Except if" choose: It's... of the type... Meeting Request
    7. Click "Add Exception" again; under "Except if" choose:  It includes these words... in the message header
    8. Enter the following in the box, click the plus (+) and click OK:  Subject: Voice Message
    9. Click Save delete rule example screen capture
  4. Move "Delete messages" rule below the redirect rule.
    1. In the "Inbox Rules" menu, select the rule "Delete messages"
    2. Click the down arrow (in the menu above) to move the delete rule after the redirect rule.rules list screen capture

 

More information about forwarding mail out of Exchange

Calendar, Free/Busy and Lync
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 Lync.

If you follow the steps above to keep meeting invites in Exchange, you will need to manage your calendar there instead of in Google calendar.

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 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.

If you follow the steps above, your voice mail features will continue to work, but you need to remember to clean up voice messages from your Exchange mailbox, or using the voice mail dial-in system.

 

Method 2 - Forward all Mail from Exchange to Gmail

Ask your IT team to set a forward from your Exchange mailbox to your Gmail account. They will need to set the forward to point to username@onid.oregonstate.edu.

This method is generally not recommended because the following features will break:

  1. Calendar and free/busy visibility with other Exchange users.
  2. Voice mail integration with the phone system.
  3. Skype for Business (Lync) presence and availability.

 

For assistance, contact the IS Service Desk.

Details

Article ID: 66277
Created
Tue 10/30/18 12:23 PM
Modified
Thu 11/15/18 12:53 PM