Your boss emails you asking for a copy of every single message a specific client has ever sent you. Seems like a massive task, doesn’t it?
Until recently, the only way to forward emails was to go into each one and click the Forward button and then Send. But thankfully, Gmail now lets you set up filters which can help you get the same task done in a fraction of the time.
When You Might Use Multiple Forward
There are many situations where mass-forwarding emails may be appropriate. Here are a few examples:
- You’ve finished working on a project and need to hand over all correspondence to a colleague.
- You’re leaving your job and need to forward multiple emails to your successor or manager.
- You want to forward all of the receipts you receive from a vendor to your Finance Department.
- You’re planning to take extended leave and want your replacement to receive all messages sent to you by your customers.
Your mass-forwarding options in Gmail come down to whether you want to forward existing emails in your inbox or have future messages that meet designated criteria forwarded on to others.
Manual Multiple Forwarding
Unfortunately, if you want to go back to mass-forward existing emails in your inbox, you have to do it manually.
1. Select the emails you want to forward.
2. Right click on them and scroll to Forward.
3. Each message will now open in your Gmail dashboard.
4. In each email, enter the forwarding address and click Send.
Multiple Forwarding Using Filters
On the other hand, if you want to mass-forward future messages, you can do so automatically using filters. First, you need to set up your forwarding address (the email to which you will be forwarding on multiple emails):
1. Log in to your Gmail account.
2. Click on the gear icon in the top right hand side of the Gmail dashboard.
3. Click on Settings in the drop-down menu.
4. Go to the Forwarding and POP/IMAP tab.
5. Click on Add a forwarding address.
6. Enter the forwarding recipient’s email address, and click Next.
7. A confirmation pop-up will appear. Check the email address and click Proceed.
8. A pop-up will appear to notify you that a confirmation code has been sent to the forwarding recipient. To agree, click OK.
9. You will need to enter this confirmation code in order to verify the forwarding address.
Now, you can set up your filter:
10. Return to Settings.
11. Navigate to the Filters and Blocked Addresses tab.
12. Click Create new filter.
13. Enter the search criteria of the emails you wish to forward. In this example, we’ve used the From email address.
14. Click Create filter.
15. Check the box Forward it and select the forwarding email address you’ve set up.
16. Click Create filter.
Your new recipient will now start receiving all emails that match the search criteria of the filter you’ve set up. A word of caution, however: setting up filters is not fool-proof. It’s still best to test whether messages are being forwarded correctly and to spot check your inbox from time to time.