Setting Up a Notification Email Forwarding Rule in Outlook 365

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Overview

You can set up your UGA email account to forward notification emails to other recipients using email rules in Outlook 365. Email rules could be helpful if you want to notify a delegate, spend approver, business manager, etc. by forwarding system notification emails to them.

In this article, you will learn to set up email rules to forward your emails in Outlook mail to another recipient.

Email rules could be helpful if you want to notify a delegate, spend approver, business manager, etc. by forwarding system notification emails to additional recipients.

Note: This article uses the example of forwarding expense report denials and send backs to a delegate.

1. Step 1

When a transaction moves through the UGA Financial Management System, you will receive a system generated message. The subject line will include the transaction type and its status, and the body of the email will include detailed transaction information. This notice can be sent to the initiator or the approver depending on the type.

In this example, the subject line indicates an expense report has been sent back for revision.

2. Step 2

In this example, an expense report has been denied. The combination of information in the subject line and identifiable components in the main body are used to create the email forwarding rule.

3. Step 3

In order for another employee to receive system generated notices, you must create an email rule to forward certain types of emails to the recipient.

From your Outlook homepage, click the Settings button.

4. Step 4

The Settings menu is displayed.

Click the View all Outlook settings link.

5. Step 5

The Settings page is displayed.

To begin setting up rules to forward your emails, click the Rules link.

6. Step 6

The Rules page is displayed.

To designate rules for how Outlook handles your emails, click the Add new rule button.

7. Step 7

Enter an easily identifiable name in the Name your rule field.

Example shown here: " Delegate Notification ".

8. Step 8

Next, you must tell Outlook the conditions upon which it should take action.

Click the Add a condition drop-down menu.

9. Step 9

The Conditions menu is displayed. System generated notices contain certain information in the subject line. This information can be used to select the appropriate notification for forwarding.

For example, notifications of expense report denial and send back always contain the phrase "Expense Report for".

Click the Subject includes link.

10. Step 10

The subject line for each type of system generated notifications begin the same way. You will need to use words or phrases specific to the notification type.

Enter the appropriate information in the Subject Includes field.

Example shown here: " Expense report for " in the Subject includes field.

11. Step 11

To further specify what Outlook will look for in emails, click the Add another condition link.

12. Step 12

Click the And... drop-down list.

13. Step 13

The Keywords conditions look for exact wording matches within different components of the email.

Click the Message body includes link.

14. Step 14

System generated messages contain certain identifiable information, including Employee Name, Submission Date, Report ID, etc .

Enter the appropriate information in the Enter words to look for field.

Example shown here: Forward expense reports with certain keywords in the body. " Employee Name: " in the Enter words to look for field .

15. Step 15

To display a list of available actions for your rules, click the Add an action dropdown list.

16. Step 16

The list of available actions is displayed.

Click the Forward to link to tell Outlook to forward messages meeting your rules to another recipient.

17. Step 17

To add individuals that will receive the notification, enter their email address in the Forward to field.

Example shown here: " chayes ".

18. Step 18

Select the appropriate email address from the list that autopopulates from your contacts .

Example shown here: chayes@uga.edu link.

19. Step 19

You can include additional individuals by adding their email addresses in the Forward to field.

Once all email addresses are entered, click the Save button.

20. Step 20

The created rule is displayed on the Rules main page. This includes a written version of the action taken when the rule conditions are met.

Additional Information:

When a transaction moves through the UGA Financial Management System, you will receive a system generated message. The subject line will include the transaction type and its status, and the body of the email will include detailed transaction information. The combination of information in the subject line and identifiable components in the main body are used to create the email forwarding rule.

The list below indicates the subject lines sent by UGA Financials when notifying for different transactions. You can use the subject lines below to set up your custom email rules.

AP Email Notification:

Payment Request Put on Hold Email Notification
Payment Request has been Denied Email Notification
Approval Requested on a Payment Request Email Notification
Payment Request is (fully) Approved Email Notification
AP JV Final Approval Email Notification

Expenses Email Notifications:

Expense Report Pending Approval at HR Supervisor Level
Expense Report Pending Approval at Expense Manager Level
Pushed Back Expense Report Email Notification
Denied Expense Report Email Notification
Expense Report Final Approval Email Notification