How to Forward Mail When an Employee Leaves a Company

Redirect an old employee's email to other workers.
Redirect an old employee's email to other workers. (Image: Just One Film/Stockbyte/Getty Images)

When an employee has left a company for personal reasons or has been fired, the email that comes into that employee’s email account is no longer answered. To ensure that the email is answered by someone else, the emails coming in must be automatically be redirected to another operating email account. Depending on the operating system used in the company, there are different ways of going about redirecting the emails. The method used for Windows computers differs greatly from the one used on Mac computers.

Microsoft Outlook Email

Open the email account of the employee that has left. Use an administrative password from the technical department, if you are unable to access it due to a personal password.

Click on the “Tools” option in the Outlook menu and click on the “Rules and Alerts” option. Click the “New Rule” button. Choose the “Start from a blank rule” and click “Next” to continue.

Click the “Check Messages when they Arrive” button under the first step of the options available, followed by “Next.”

Find the “Select Action(s)” heading and select the “Redirect it to people or distribution list” option. Click on the “people and distribution list” under the second step to manually enter the new recipients.

Enter the email addresses of the new recipient. Include a list of several email addresses, if there is more than one. Click “OK” followed by “Next” twice. Create a name for this action, such as “Redirect Employee X email” and click “Finish.”

Apple Mac Email

Download the Mail Forward X software from the Apple website (see references). Install the software on the computer that will be the recipient of the redirected emails by following the instructions on the screen.

Provide the proper information during the setup process. This includes the email address that is being redirected and a list of the new recipients. This can be a singular email or a list of emails, which will all get a copy of the redirected emails.

Provide a default email address should some of the other provided emails be down or full. The default email address will be used in odd cases or if there is a technical glitch.

Save the settings. According to Apple, the software accesses the chosen email account and redirects the email messages through the SMTP mail server.

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