Gmail (G Suite) email forwarding

Rafal Kloc
4 min read
updated: Jul 1, 2019

In this article, we will show you how to set up forwarding in G Suite / Gmail.

We also covered some additional options that you can find useful.

Here’s a list of all the topics that you’ll find:

  • Setting up forwarding in Google Gmail (G Suite)
  • Forwarding just a part of your emails (creating a filter)
  • Transferring emails from the “Spam” folder
  • Forwarding using Google Groups

Setting up forwarding in Gmail (G Suite)

Watch this short video to learn how to set up forwarding from Gmail:

Or follow these steps:

  1. Open Gmail application and click the gear icon in your inbox. Choose “Settings

How to access Gmail settings

  1. Choose the “Forwarding and POP/IMAP” tab.
  2. Click “Add a forwarding address”.

GIF: Gmail forwarding settings

  1. Enter your HelpDesk address (to be found in HelpDesk Settings -> Mailboxes), click “Next” and “Proceed”.

Add a forwarding address in Gmail

  1. * Check your HelpDesk dashboard—you will then receive a message with a verification (note: sometimes it’s not necessary).
  2. * Enter the verification code in the Gmail settings and click “Verify”.
  3. Select “Forward a copy of incoming mail to “_yourlicencenumber@tickets.helpdesk.com_”. Choose what to do with the forwarded messages: keep them in your Gmail Inbox, mark them as “read”, archive or delete them.
  4. Click “Save Changes”. To learn more, visit the official Google support page at https://support.google.com/mail/answer/10957?hl=en

(*) - sometimes it’s not necessary

Forwarding just a part of your mailbox (specific emails)

If you want to forward just a part of your messages, you can create a filter. It’s useful, for example, when you want to forward messages from a specific email address or those with a chosen keyword in the subject.

To do this, follow these steps:

  1. Open Gmail application and click the gear icon in your inbox. Choose “Settings”.

Gmail settings view

  1. Choose the “Filters and Blocked Addresses” tab.
  2. Click “Create a new filter”.

Creating a filter in Gmail

  1. Now you need to create your filter. You can use multiple options. There are 8 main criteria to chose:
  • From whom the message came
  • To whom the message is addressed
  • The subject of the message
  • Has the words (messages with specific words)
  • Doesn’t have (messages without specific words)
  • Size of the messages
  • If the message has an attachment
  • Don’t include chats Creating a filter in Gmail - details. Choose your filter criteria and click on “Create filter”.
  1. Select “Forward it to” and choose your HelpDesk address (to be found in HelpDesk Settings -> Mailboxes), click “Create filter” and voila! GIF: creating a forwarding rule and a filter

Since now, all messages that meet selected conditions will be redirected to HelpDesk.

Transfer emails from the “Spam” folder

By default, Gmail doesn’t forward emails that are marked as spam. You may find that you need to take care of these emails as well. If, for example, one of your customer’s email addresses will accidentally be flagged as spam.

But there is a simple way to forward all the messages from your “Spam” folder.

Firstly, disable forwarding if you’re already using it to redirect messages.

Then, create a Gmail filter. To do this, click the sprocket icon and go to Settings -> Filters and Blocked Addresses. Click “Create a new filter”.

Creating filters in Gmail

In the “Has the words” section put „deliveredto:youremailaddress

Click “Create filter”.

Adding a rule in Gmail

In the next step, you’re asked what to do with those messages.

In the “Forward it to:” section, enter your HelpDesk mailbox address. You’ll find it in Mailbox settings.

The last thing you need to do is to select “Never send it to Spam” and click “Create filter”.

Adding options when creating a filter in Gmail

You will see a warning informing you that this filter will forward Spam.

Creating a filter - confirmation

After submitting, you’ll see the filter that allows you to forward all messages with Spam to HelpDesk.

The filter overview in Gmail

Forwarding using Google Groups (only for G Suite users)

If you’re using Groups in G Suite you can add HelpDesk forwarding address as one of the email address in your group.

Firstly, open G Suite administrator console. Remember that only admin of the domain can access this settings.

Choose Groups.

Choosing a Group in Google Groups

You will see all your Google Groups. Select the group in which you want to place HelpDesk forwarding address (to be found in HelpDesk Settings -> Mailboxes).

The Groups view in Google Groups

Open the “Members” section.

The Members section in Google Groups

Click on a yellow button with+” and “Add members”.

Adding members in Google Groups

Here you need to fill your HelpDesk address and click on “Add to group. You can find your HelpDesk address in Mailbox settings.

Adding a forwarding address in Google Groups

Now you’ll see a new address added to your Google Group and the process is finished.

The Members section in Google Groups

The whole process of adding a HelpDesk address to your Google Group looks like this:

Adding the HelpDesk group to Google Groups

Creating a new Google Group

If you don’t have a Google Group created, you can do it in a few simple steps.

First, go to the Google Groups list and click on “Create group”.

Creating a group in Google Groups

Fill in Group details such as Name and Group email. You will also have to choose a group owner.

Choosing a group owner in Google Groups

Then, it’s important to enable External “Publish posts”. Otherwise you won’t be able to receive any messages from outside your organization. After that click on “Create Group”.

Choosing "access type" in Google Groups

Last screen shows you summary of your new group. Click “Done” and you can now start adding HelpDesk address to this group as we described above.

A group created succesfully

Do you need any other help? Chat with us! We’re available 247.

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