Forwarding business email correspondence sent to me to two (2) personal email addresses

Create an Outlook on the web rule that applies to every incoming message and redirects or forwards it to both personal addresses.

Set up the rule

1. Sign in to your business mailbox in Outlook on the web.
2. Select Settings (gear icon) → Mail → Rules.
3. Select Add new rule.
4. Give it a name, such as Send copies to personal accounts.
5. Under Add a condition, select Apply to all messages.
6. Under Add an action, choose one of these:
   • Redirect to — the personal copies appear to come from the original client, and replies go to that client.
   • Forward to — the copies appear to come from your business account, and replies are addressed to your business account.
7. Enter both personal email addresses. If the interface accepts only one address per action, use Add another action and add the second address there.
8. Leave the business copy in the mailbox; do not add a delete action.
9. Select Save.
10. Send a test message from a third address and verify delivery to the business mailbox and both personal inboxes, including their Junk/Spam folders.

Outlook rules support more than one destination address, and forwarded or redirected copies remain in the original mailbox by default.^1^

If external forwarding is blocked

Microsoft 365 organizations can prohibit automatic forwarding to addresses outside the company. If neither personal account receives the test—or the sender receives an NDR such as 5.7.520 Access denied—contact the Microsoft 365/Exchange administrator. The administrator must decide whether company policy permits business correspondence to be sent to personal accounts.

If permitted, the administrator should review the applicable outbound spam policy. Off – Forwarding is disabled blocks both Inbox-rule forwarding and mailbox forwarding to external recipients; other controls, including remote-domain or mail-flow rules, can still block delivery even when the spam policy allows it.^2^

The Microsoft 365 admin-center forwarding setting is not the best choice here because it accepts a single forwarding address; Microsoft directs users who need multiple destinations to configure an Outlook rule instead.^3^

Because client correspondence may contain confidential or regulated information, obtain approval before forwarding it to personal mailboxes.

References

1. Outlook.com
2. Control automatic external email forwarding from cloud mailboxes
3. Configure email forwarding in Microsoft 365