Send & Receive Issues

How to Forward Emails from One Distribution List to Another in Outlook

Tauseeq Magsi Oct 20, 2026 868 views

Question details

The user needs to set up a rule or configuration to automatically forward emails received by one distribution list to a second distribution list.

How to Forward Emails Between Distribution Lists in Outlook

Product: Outlook on the Web / Microsoft 365
Device & OS: not provided
Scenario: Streamlining group communications by ensuring emails sent to a specific team or group address automatically reach an alternative or broader distribution list.
Observed behavior: Looking for the proper method to auto-forward messages between Microsoft 365 distribution lists, which requires specific inbox rules or administrative permissions.

Before you start

Log in to your Outlook on the web account and verify that your Microsoft 365 organization's security policies permit the creation of automatic forwarding rules.

Solution 1Recommended

Create a Mail Rule in Outlook on the Web

Use Outlook on the web to create an automated inbox rule that identifies and forwards distribution list messages.

If you are a member or manager of the distribution list, you can often use Outlook's built-in rules to redirect or forward incoming messages. This allows qualifying messages to reach the secondary list without manual intervention.

Access Outlook Settings

Sign in to Outlook on the web. Click the gear icon (Settings) in the upper-right corner of the screen and select 'View all Outlook settings'.

Navigate to Rules

In the Settings menu, click on 'Mail' in the left pane, and then select 'Rules'.

Add a New Rule

Click 'Add new rule' and give your rule a descriptive name. Under 'Add a condition', select 'To' or 'Recipient address includes' and enter the email address of the first distribution list.

Set the Forwarding Action

Under 'Add an action', choose 'Forward to' or 'Redirect to' from the dropdown menu, then type the email address of the second distribution list. Click 'Save' to activate the rule.

Create a Mail Rule in Outlook on the Web

Forwarding vs. Redirecting: Forwarding makes the message appear as if it was sent by you, while redirecting keeps the original sender's email address intact.

Solution 2

Contact Microsoft 365 Administrator for Central Configuration

Reach out to your IT administrator if inbox rule options are unavailable or blocked by organizational policies.

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Frequently Asked Questions

Why is my forwarding rule not working for emails sent to the distribution list?

Your organization's outbound spam policies or Exchange mail flow rules may block automatic forwarding. If the rule is active but emails aren't arriving at the second list, you will need to contact your IT administrator to adjust the permissions.

Can I nest one distribution list inside another instead of forwarding?

Yes, nesting is often the preferred administrative method. An IT administrator can add the second distribution list as a member of the first list in the Exchange Admin Center, entirely eliminating the need for an inbox forwarding rule.

Does redirecting an email keep the original attachments?

Yes, both forwarding and redirecting will keep the original attachments intact. The main difference is that redirecting preserves the original sender's email address in the 'From' field, whereas forwarding replaces it with your address.

Outlook & Email Problems