Oregon State University

Forward mail from Exchange to Gmail (NOT recommended)

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


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


There are two ways to accomplish a forward from Exchange to Gmail:

  1. Set rules using Outlook Web App to redirect mail to Gmail, but keep meeting requests and voice messages in Exchange. This is the preferred setup.
  2. Forward all mail from Exchange to Gmail. This is done by your Exchange administrator (contact your department computer administrator). This method is generally not recommended because the following features will break:
    1. Calendar and free/busy visibility to other Exchange users.
    2. Voice mail integration with the phone system.
    3. Lync presence and availability.



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"
    9. Click Save.
    10. Answer "Yes" to the question "Do you want this rule to apply to all future messages?"
  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:  Content-class: voice
    9. Click Save
  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.

 

redirect rule example screen capture

delete rule example screen capture

 

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.

Need help?

Contact the Service Desk at 541-737-8787

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