✅ Step-by-Step: Outlook Web Auto-Forwarding with Keyword Filter
This guide assumes you use Outlook Web (Microsoft 365) via browser (e.g., Outlook.com or company email on Office 365).
1. Log into Outlook Web
Go to: https://outlook.office.com/
Log into the mailbox you want to set up the forwarding rule on (e.g., accounts email)
2. Open Rules Settings
Click the ⚙️ (Settings) icon (top-right corner)
Scroll down and click "View all Outlook settings"
Go to:
Mail → Rules
3. Create a New Rule
Click “+ Add new rule” and name it something like:
Forward Supplier Docs to UnifyOrdering
a. Condition: Add Keywords
Under “Add a condition”, choose:
➤ “Subject or body includes”Enter these keywords (separated by semicolons or added individually):
invoice; invioce; statement; credit note; creditnote
✅ Includes the common typo "invioce"
b. Action: Forward Email
Under “Add an action”, choose:
➤ “Forward to”
➤ Enter:YOURNAME.unifyordering.com
c. (Optional) Add More Filters:
You can optionally:
Add “From” condition if you want to restrict to trusted suppliers
Add “Mark as read” or “Move to folder” for cleaner inbox management
4. Save the Rule
Click Save at the bottom. The rule will now run automatically for all new emails that match the conditions.
🔁 What Happens Now
Every incoming email with "invoice", "statement", or "credit note" (including common typos) in the subject or body will be:
✅ Auto-forwarded to your UnifyOrdering document intake address
📥 Still visible in your Outlook inbox unless additional actions are added (e.g. archive, move)
✅ Tips for Best Results
Avoid Forwarding Loops: Only set this rule on one inbox to avoid duplicates.
Monitor Performance: Occasionally check the sent folder or UnifyOrdering to ensure correct capture.
Multiple Destinations? Repeat the rule with a different email (e.g.,
ireland-louth@...) for location-specific routing.