Email, Exchange, Forwarding Exchange 2010 Email to Another Account

This page includes instructions, as well as warnings, about forwarding your Exchange 2010 email messages to a different email account.

On This Page

Do you have an Exchange 2010 account?

This page contains information for those with Exchange 2010 email accounts. Most faculty, staff, and graduate students have an Exchange email account.

The information below does not apply to those with Google Apps @ Illinois email accounts (which is most undergraduate students).

Problems that might result from forwarding your email

Technology Services does not recommend forwarding your University Exchange email to another account. If you choose to forward your email, please be aware that you may encounter the following problems:

  • You may not receive all forwarded mail at the desired account. Due to how the University’s Spam Control and email relay routing systems work, messages redirected out of Exchange may incorrectly be blocked as spam. Users who decide to forward their email should check their University Exchange account frequently to avoid missing messages.
  • You risk violating FERPA and other regulations. These laws protect student information or other confidential information from being disclosed to a third-party, which includes companies that provide email services.
  • Your other account might be subject to Freedom of Information Act (FOIA) requests. University business records stored in a private email account may render the entire account subject to FOIA requests for searches for relevant documents.
  • You may not receive voice mail. The campus Unified Communications system relies on functionality within your Exchange 2010 account to deliver voice mail.
  • Technology Services cannot support problems that ensue from forwarding your email. Due to how email traffic flows into and out of the campus Exchange system, redirecting your email will result in your email being delivered to two separate locations. Official University correspondence and email from any other Exchange user will be delivered to your official University email account (Exchange) regardless of your forward setting. You are solely responsible for any consequences resulting from this change.

Exception: Graduating graduate students and leaving faculty and staff

Forwarding your email might be a good idea for those who leave campus employment, including graduating graduate students. The timeline for departing graduate students, faculty, and staff includes:

Your Exchange 2010 email account will be deactivated 30 days after your employment ends, but email redirection will continue to work for approximately 2 years so that you can receive email sent to your netid@illinois.edu alias and you have an opportunity to request that your contacts update their address books.

How to move your email from Exchange

Part 1: Forward your email from Exchange 2010

Forwarding your email is a 2-stage process so that email sent to your netid@illinois.edu email alias, as well as email sent directly to your Exchange account email address, are delivered to the same account. (For more information about email redirection, please see Your Address and the Email Redirection Service.)

1. Log in to your Exchange 2010 account with your NetID and Active Directory password at https://webmail.illinois.edu (external link).

2. In the Outlook Web Access window, click the Options drop-down tab in the upper right screen.

Create an Inbox Rule

3. Select Create an Inbox Rule...

4. Under the sentence When the message arrives, and, use the drop-down to select [Apply to all messages].

5. Under the sentence Do the following: text, use the drop-down to select Redirect the messages to...

Redirect messages to...

6. In the To-> field, enter the email address to which you want your Exchange 2010 email delivered. Make sure the address is entered correctly so that you don't send your email to an invalid address.

Address Book

7. Click OK.

8. Click Save.

9. When you are asked Do you want this to apply to all future messages, click Yes.

 

Part 2: Update your email address in the Electronic Directory Editor

In addition to redirecting your email in Exchange, you will also need to set your new email address in the Illinois Directory. By doing so, you will have email sent to your netid@illinois.edu alias delivered to your new email account for at least 2 years after leaving the University of Illinois.

  1. Open the web page https://ede.cites.illinois.edu.
  2. Log in using your NetID and NetID password.
  3. Scroll down to the Email field.
  4. Enter your new email address.
  5. Scroll to the very bottom and click on Apply – you should get the message that "The field email has changed."
  6. Click on the LOGOUT button.



Keywords:Exchange, Exchange 2010, Email, Accounts, forwarding, FOIA, in-box rule   Doc ID:47608
Owner:Josh M.Group:University of Illinois Technology Services
Created:2015-02-25 16:12 CDTUpdated:2016-12-19 16:33 CDT
Sites:University of Illinois Technology Services
Feedback:  4   0