Setting Up Email Forwarding in Google Workspace

Email forwarding automatically sends incoming messages to another address. There are two ways to set this up depending on your situation.

Which Method Should I Use?

Admin Method (Recipient Address Map) – Use this when:

• A staff member has left and you need to forward their email to someone else
• You don't have access to the user's password
• The account is suspended
• You want to manage forwarding centrally

User Method (Gmail Settings) – Use this when:

• You want to forward your own email
• You're going on vacation and want a colleague to receive your messages
• You're transitioning to a new role and training your replacement

Admin Method: Recipient Address Map

This method is managed through the Admin Console and doesn't require access to the user's account.

1. Go to admin.google.com
2. Sign in with your administrator account
3. Go to Apps → Google Workspace → Gmail
4. Click Routing
5. Scroll down to Email forwarding using recipient address map
6. Click Configure (or Add Another Rule if rules already exist)
7. Enter a descriptive name for the rule (e.g., "Forward John Smith to Jane Doe")
8. In step 1 of the Add setting box, click Add
9. In the Address field, enter the email address to forward from
10. In the Map to field, enter the email address to forward to
11. Click Save

Removing Admin Forwarding

1. Return to Apps → Google Workspace → Gmail → Routing
2. Find the rule under Email forwarding using recipient address map
3. Click the rule to edit it
4. Click Delete or disable the rule
5. Click Save

User Method: Gmail Settings

This method is set up by the user in their own Gmail account. A verification email is required before forwarding activates.

1. Open Gmail and click the gear icon
2. Click See all settings
3. Click the Forwarding and POP/IMAP tab
4. In the Forwarding section, click Add a forwarding address
5. Enter the email address to forward to
6. Click Next, then Proceed
7. A verification email is sent to the forwarding address—the recipient must click the link to confirm
8. Once verified, return to Settings → Forwarding and POP/IMAP
9. Select Forward a copy of incoming mail to and choose the verified address
10. Choose what happens to the original message (keeping a copy in the inbox is recommended)
11. Click Save Changes

Removing User Forwarding

1. Go to Settings → See all settings → Forwarding and POP/IMAP
2. Select Disable forwarding
3. Click Save Changes

Important Notes

• Existing emails don't forward – Only new incoming messages are forwarded. Messages already in the mailbox stay there.
• Keep the account active – Forwarding only works while the account exists. If you delete the account, forwarding stops and emails will bounce.
• Forwarded messages appear from the original sender – They don't appear to come from the forwarded account.