We are all forwarding emails at the office. For example, you need to pass some documents to the accounting departments or share information from a client with your colleagues. But in some cases, you want to forward all the emails that go to a particular email inbox automatically without moving a finger. So then you need to use email forwarding.
What is email forwarding?
Email forwarding is a process of automatic email redirecting (forwarding) from one email address to another that is made on a domain level.
To start using email forwards, you need to have an MX record. The MX record will indicate which email server should receive emails for the specified domain. Without it, you can’t receive emails.
After the creation of that DNS record, you need to open the MX record and add a forward. After that, you only need to specify from which email to which email the incoming emails must be redirected.
An example of an email forward will be redirecting john@yourcompany.com to robert@yourcompany.com. That way, all the emails that were supposed to arrive in John’s inbox will be forwarded to Robert.
Why should you care about email forwarding?
Using email forwarding can help you manage everything from a single point. You can forward multiple email addresses to forward the emails coming their way to a single email address. See everything in a single inbox.
Redirect email addresses temporarily. You can set an email forward for a particular email address for the time you like. After that, you can delete the email forward from your DNS zone. One example of temporary use is to forward the emails of an employee on holiday to another one, which can cover him or her during the period.
Redirect email address permanently. You can set an email forward for a particular email address to permanently redirect the incoming emails to another inbox. An example of such a use is if you have an email that you no longer can access (lost password or changed by somebody else), but you are the domain owner. Then, you can forward the emails and see them in another inbox.
Use the email forward when you change your domain name. You can still pay your previous domain name for at least one year so you can redirect both emails and webpages. That way, you can inform all clients and suppliers of the change without losing contacts, even if they still have your old email address.
Use it to redirect misspelled email addresses. Some names are easier to misspell than others. For example, the name Sarah has different versions, like Sara and Saara. So if you have an employee with the name Sara and email sara@yourcompany.com, you can redirect the other two, sarah@yourcompany.com and saara@yourcompany.com, to the correct one.
Conclusion
So, email forwarding is a simple tool that can save you time, money, and effort. Use it to make your workflow more agile. It is simple to use, and you can set it up in just a few minutes.