What is the difference between forward and redirect in Exchange?

Forward vs. Redirect in Exchange: Keeping the Sender Straight

In Microsoft Exchange and Outlook, both forwarding and redirecting allow you to send an email to someone who wasn’t originally on the recipient list. However, they achieve this in distinct ways, impacting how the recipient perceives the email’s origin. Understanding this difference is crucial for maintaining proper email etiquette and clear communication.

The core distinction lies in how the sender is presented:

• Forwarding: When you forward an email, you create a copy of the original message and send it as a new email. The recipient sees you as the sender. The forwarded email often includes “FW:” prepended to the subject line and may include your comments above the original message. Think of it like photocopying a letter and sending it to someone else; your cover letter accompanies the copy.

• Redirecting: Redirecting, sometimes referred to as “resending,” works differently. It sends the original email to the new recipient without creating a copy. Crucially, the original sender’s information is preserved. The recipient sees the original sender as the source, just as if they were directly included in the initial distribution. This provides a seamless experience, making it appear as though the sender intended the email for the redirected recipient from the start.

Here’s a table summarizing the key differences:

Choosing the right method:

Use forwarding when:

• You want to add your own comments or context to the email.
• You need to send the email to someone outside your organization who might not have access to the original message.
• You’re okay with the recipient knowing you forwarded the email.

Use redirecting when:

• You want the recipient to believe they received the email directly from the original sender.
• You want to maintain a clean and seamless email flow.
• You need to quickly route an email to the appropriate person without altering the original content.

Outlook Instructions:

Specific instructions for forwarding and redirecting vary slightly depending on your Outlook version. Search your Outlook help documentation for “forward” and “redirect” or “resend” for detailed steps based on your specific version. Generally, both options are accessible from the message’s context menu or the ribbon bar. However, the “redirect” option might be labeled differently or located within a sub-menu (e.g., “More Actions”).

By understanding the nuances of forwarding and redirecting in Exchange and Outlook, you can ensure your email communications are efficient, professional, and avoid any potential misunderstandings.