Email forwarding and routing setup
info@ should reach the right people, sales@ should go to the sales team, and old addresses should keep working. Routing email is simple to describe, and easy to set up in ways that lose messages or send them to spam.
The short answer
Email forwarding and routing sends messages for one address to the right mailboxes: shared addresses to a team, aliases for different spellings or old domains, messages routed by rules, and forwarding to outside addresses where needed. We set it up in your email service so forwarded mail still passes authentication checks and isn’t marked as spam.
What’s included
- Shared addresses (info@, sales@, support@) routed to the right people or a shared inbox.
- Aliases: old names, other spellings, and addresses at other domains you own.
- Routing rules by address, sender or subject.
- External forwarding, set up to keep authentication intact where possible.
- Catch-all handling, if you want it, with spam filtering.
- A map of where every address goes.
How we do it
- List every address in use and who should receive it.
- Choose the right mechanism: group, alias, shared mailbox or rule.
- Set up the routing in your email service.
- Test each address, including from outside.
- Document the routing map.
Why forwarded email goes to spam
When email is forwarded to another provider, it arrives from your server, not the original sender’s, so the original sender’s SPF check can fail at the destination. That’s one reason DKIM matters: its signature survives forwarding [1]. Where possible, we use groups and shared mailboxes instead of forwarding, which avoids the problem entirely.
Common questions
Should info@ be a mailbox or a group?
Usually a group or shared mailbox, so several people can see and answer it, and nobody’s personal inbox holds company email. For customer enquiries, our mail system gives info@ a proper team inbox.
Can we forward to Gmail addresses?
Yes, but external forwarding can hurt delivery and security; we’ll advise on safer options.
What is a catch-all?
A rule that delivers email for any address at your domain, even misspelled ones. Useful sometimes, but it attracts spam, so we set it up with filtering.
Sources
Numbers in this guide come from these studies and publications. Links open the original.