On this page you will find information on how to set up forwarding rules for your email address. A redirect can be set up in the same way as forwarding.

• Difference betwen redirection and forwarding
• Configuring forwarding in Outlook
• Configuring forwarding in the RWTH MailApp
• Enable automatic trash cleanup

Please note that a forwarding rule can only be set up after the redirect in IdM Selfservice has been deactivated or removed.

Difference between redirection and forwarding

We would like to take this opportunity to highlight the differences between a redirection, a forwarding, and forwarding as an attachment:

1. With a redirection, the original email—including the original sender—remains unchanged. However, due to modern security mechanisms, this option can cause delivery issues to the destination inbox if it is not located on a server within RWTH.
2. With a forwarding, the behavior is similar to a forwarding performed by a user themselves: Technically, a new email is generated with the forwarding mailbox as the sender and the content of the original message. This option has the disadvantage that the email address of the original sender is no longer visible in the forwarded message.
3. When forwarding as an attachment, a new email is also generated with the forwarding mailbox as the sender. The original email is added as an attachment without any changes.

In general, we do not recommend neither redirection nor forwarding. If you still wish to do so, we recommend the "Forward as Attachment" option, as it is the most reliable of the three options mentioned.

Configure forwarding in Outlook

Please note that a forwarding rule can only be set up after the redirect in IdM Selfservice has been deactivated or removed.

Step 1
First log in to Outlook or open your mailbox.

Step 2
If you are not already there, click on Start (1) in the Outlook mailbox, select Rules (2) in the middle of the top navigation bar and then Manage rules and notifications... (3).

Step 3
In the Rules and notifications tab, you can view and edit all the rules you have defined for the mailbox.

Step 4
To follow these instructions, click on New rule... at the top left.

Step 5
Under the section Create rule without template, click on Apply rule to messages I receive.

Step 6
Now click on Next.

Step 7
Now specify the criteria under which the message should be forwarded, for example by specifying a particular sender or subject.
If you simply want to forward all messages, do not select an option here and click on Next.

Step 8
Now click on Next.

Step 9
In the next step, select the option Forward this to a person/public group.
In the lower window, click on the text to a person/public group highlighted in blue. 
Now you can choose between two options:

Option A

• Automatically delete emails after forwarding
  • With the additional rule “delete these”, forwarded emails are automatically moved to the Trash. Under no circumstances should you select the option “permanently delete these.”

Option B

• Set up redirection
  • As an alternative to forwarding, you can set up redirection by selecting the option "Redirect these to a person/public group". In this case, the original sender of the email is retained. The rest of the configuration is the same as for forwarding.

For more information on the difference between redirection and forwarding, see the section Difference between redirection and forwarding.

Step 10
Now select a contact or enter the corresponding e-mail address directly in the To field below and confirm with OK.

Step 11
You can then specify which messages you want to exclude from the rule - for example, a particularly important message or emails with certain words in the text.
To do this, place a tick in front of the respective exception or exceptions that are to be active. Then click on Next.

Step 12
In the last step, you can assign a name for the rule
You may also decide whether previously received emails should also be forwarded or not.

Step 13
As soon as you are happy with the settings, click on Finish.
Automatic forwarding is now set up.

Configuring Forwarding in the RWTH MailApp

Please note that a forwarding rule can only be set up after the redirect in IdM Selfservice has been deactivated or removed.

Step 1
Log in to the RWTH MailApp. You can find separate instructions for logging in to the RWTH MailApp here.

Step 2
Click on the  gear wheel symbol at the top right and choose Options.

Step 3
Click on E-Mail > Automatic processing and then Inbox and clean-up rules in the navigation bar on the left.

Step 4
Then select the plus sign under Inbox rules.

Step 5
You can now define the forwarding:

• First define a name (1) for the rule. This will help you to differentiate if you create several rules.

• If desired, you can configure the conditions (2) according to which the messages are forwarded or not forwarded
  Select [Apply to all messages] here (or select another option if you only want to forward certain messages).

• If desired, different actions (3) can be carried out with the selected emails

  • Select Forward, redirect or send > Forward message as attachment to... 
  • Alternatively, you can set up a redirect with Forward, redirect, or send > Redirect message to... In this case, the sender of the original email is retained.
  • Emails can be automatically deleted from the forwarding mailbox after forwarding using the Move, copy, or delete > Delete message action.

For more information on the difference between redirection and forwarding, see the section Difference between redirection and forwarding.

• If desired, additional exceptions (4) can be set
  Do not select any settings here (or create an exception option if you want to exclude certain messages).

• If desired, you can select that other and existing rules are overwritten by this rule (5)
  Leave the box checked (or uncheck it if you have already created other rules that should be applied first).

Step 6
As soon as you have selected the option Forward, redirect or send > Forward message to... you can select the e-mail address to which the e-mails are to be forwarded.
You can either enter an e-mail address yourself (1), search for people from your contacts (2) or go through the structure of your address books yourself and select a contact (3).
As soon as you have selected an e-mail address, click on Save (4).

Step 6
As soon as you have set everything as desired, confirm this by clicking OK.

Automatic forwarding is now set up.

Enable automatic trash cleanup

The following steps will only be available starting April 21, 2026:

1. Enable the checkbox in IdM SelfService so that the system folder Deleted Items is automatically cleaned. 
2. Under Accounts and Passwords > Account Overview, click on the pencil icon next to RWTH E-Mail.
3. Check the checkbox.
4. Confirm by clicking Save.

Additional information

• Email Forwarding in IdM SelfService
• IT Center blog article: Email Security – How to Configure Forwarding Correctly