Quicktion

Forward Emails from Outlook

Outlook supports rules that automatically forward emails matching certain conditions. This guide covers setup for both Outlook on the web (outlook.com / Microsoft 365) and the Outlook desktop app.

Outlook on the Web

This applies to outlook.com, outlook.office.com, and Microsoft 365 web access.

Create a Forwarding Rule

  1. Click the gear icon in the top right to open Settings.
  2. Go to Mail > Rules.
  3. Click Add new rule.
  4. Give the rule a name (e.g., "Forward invoices to Notion").

Set Conditions

Under Add a condition, choose what triggers the rule. Common options:

  • From -- Emails from a specific sender or domain.
  • Subject includes -- Emails with certain words in the subject line.
  • Message body includes -- Emails containing specific words in the body.
  • Has attachment -- Any email with an attachment.

You can add multiple conditions by clicking Add another condition. All conditions must be met for the rule to trigger (AND logic).

Set the Action

  1. Under Add an action, select Forward to.
  2. Enter your Quicktion forwarding address (e.g., xyz@in.quicktion.io).

Save and Enable

  1. Click Save to create the rule.
  2. Make sure the rule is toggled on in the rules list.

Matching emails will now be forwarded to your Quicktion address and saved in Notion automatically.

Outlook Desktop App (Windows)

Create a Rule

  1. Go to the Home tab in the ribbon.
  2. Click Rules > Create Rule.
  3. In the dialog, you can set basic conditions like From or Subject contains. For more options, click Advanced Options.

Using Advanced Options

Advanced options open the Rules Wizard, which gives you full control over conditions and actions.

  1. Choose conditions: Select the conditions for your rule. Common choices:
    • "from people or public group" -- select specific senders
    • "with specific words in the subject" -- enter keywords
    • "with specific words in the body" -- enter keywords
  2. Click Next.
  3. Choose actions: Select "forward it to people or public group".
  4. In the rule description at the bottom, click the "people or public group" link and enter your Quicktion forwarding address.
  5. Click Next.
  6. Optionally set exceptions (emails you want to exclude from the rule).
  7. Click Next, name the rule, and click Finish.

Verify the Rule

Go to Rules > Manage Rules & Alerts to see all your active rules. Make sure your new rule is checked (enabled).

Outlook Desktop App (Mac)

  1. Go to Tools > Rules in the menu bar.
  2. Click + to create a new rule.
  3. Set a condition (e.g., From is a specific sender).
  4. Set the action to Forward to and enter your Quicktion forwarding address.
  5. Click Save.

Rule Examples

Here are some practical setups:

  • Client emails: Condition set to From with your client's email address or domain.
  • Invoices: Condition set to Subject includes with words like invoice or payment due.
  • Project updates: Condition set to Subject includes with your project name.
  • Emails to a shared mailbox: Condition set to Sent to a specific address.

Tips

  • Test your rule. After creating a rule, send yourself a test email that matches the conditions and check that it appears in your Notion database.
  • Be specific with conditions. Broad rules can forward more emails than you intend. Start narrow and adjust.
  • Rules run server-side on Outlook Web. Rules created in Outlook on the web run even when your computer is off, since they execute on Microsoft's servers. Rules created in the desktop app only run when Outlook is open, unless you enable "run this rule on messages already in Inbox" and have server-side rule support.
  • Check rule order. If you have multiple rules, Outlook processes them in order. A rule higher in the list that stops processing can prevent later rules from running. You can reorder rules in the rules management screen.
  • Microsoft 365 admin restrictions. Some organizations disable automatic forwarding to external addresses. If your rule isn't working, check with your IT admin to see if external forwarding is allowed.
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