Set Up Email Forwarding

Email forwarding lets you configure Vantaca to receive emails through your email provider's forwarding feature instead of using IMAP. This method automatically delivers incoming emails to Vantaca without requiring direct access to your email account.

Important: Check your organization's email policy in the admin account to ensure forwarding to external email addresses is allowed. This must be enabled to use the forwarding email reading method.

Best Practice: Configure your email settings to automatically delete emails older than 30 days (or 60-90 days based on preference) to prevent your inbox from getting full. After the inbox is full, emails will no longer forward to Vantaca.
 

Contents

• Configure the Vantaca Email Account
• Set Up Email Forwarding in Your Email Provider
  • For Outlook Users
  • For Gmail Users
  • For Other Email Providers
• Test the Configuration



Configure the Vantaca Email Account

Before setting up forwarding in your email provider, you must configure the email account in Vantaca to use the forwarding method.

To configure the Vantaca email account:

1. Navigate to Mailroom > Email Accounts.
2. Locate the email account you want to change and click Edit beside it. 
   The Edit Email Account screen displays.
   
   
   
3. Provide the following information:
   • Email Usage Type: Select Forwarding.
   • Confirm all fields are correct (these likely remain the same).
4. Click Update.
5. Copy the forwarding address from the Email Accounts table. Note: Keep this forwarding address readily available as you will need it later.
   
   


 

Set Up Email Forwarding in Your Email Provider

After you configure the email account in Vantaca, set up forwarding in your email provider to send incoming emails to the Vantaca forwarding address.
 

For Outlook Users

To set up email forwarding in Outlook:

1. Go to Outlook and click the Settings icon () in the upper-right of the screen.
2. Select View all Outlook settings.
3. Select Mail > Forwarding, and then Enable Forwarding.
   
   
   
4. Provide the following information:
   • Forward my email to: Enter the forwarding address you copied from Vantaca in the previous procedure.  
     Important: If copying and pasting, ensure there are no extra spaces before or after the email address as Outlook will show an error saying the email is not valid.
   • Keep a copy of forwarded messages: Select if desired.
5. Click Save to complete.
    

Troubleshooting 

If you have issues, your Outlook Admin may have configured settings that prevent forwarding to external emails. Contact your Outlook Admin to ensure there are no additional settings blocking this feature. See the "Enable External Forwarding in Microsoft 365" article for additional help.



For Gmail Users

To set up email forwarding in Gmail:

1. Go to Gmail and click the Settings icon () in the upper-right of the screen. 
   The Quick settings screen displays.
   
   
   
2. Click See all settings. 
   The Settings screen displays.
   
   
   
3. Click the Forwarding and POP/IMAP tab, and then click Add a forwarding address.
4. In the Add a forwarding address screen, paste the forwarding address you copied from Vantaca in the first procedure. 
5. Click Next. You may need to perform a validation, follow the screen instructions. 
   The Confirm forwarding address screen displays.
   
   
   
   
6. Click Proceed. 
   Gmail sends an email to the new forwarding address which displays in Vantaca as a new action item.
7. Go to vantaca.net and navigate to Action Items > All Action Items.
8. Find the newest action item (sort the XN column to get the newest one first) and open the one from Gmail.
   Note: If this email is tied to a specific action type, you can search by that type.
   
   
    
9. Copy and paste the action item link from the message into your browser. 
   You will see a confirmation message. 
   
   
   
10. Click Confirm. 
    After the changes are saved in Gmail, the forwarding will be active.



For Other Email Providers

To set up email forwarding with other providers:

1. Log in to your email account.
2. Navigate to your email Settings.
3. Find the Forwarding section (location varies by provider).
4. Add the forwarding address you copied from Vantaca in the first procedure. LINK
5. Follow any verification steps required by your email provider.
6. Save your changes.



Test the Configuration

After you complete the setup, test the configuration to ensure emails are forwarding correctly.

To test the configuration:

1. Send a test email to the email account you configured.
2. Navigate to Action Items > All Action Items in Vantaca.
3. Verify that an Action Item was created with your original email content.

If the Action Item appears correctly, your email forwarding is working properly.



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