Make Outlook automatically send the threads that matter — a client's domain, a vendor, a project alias — to your BrainFlow address, so it sees them without anyone remembering to CC. Covers Outlook on the web and classic desktop Outlook.
BrainFlow works when it's on the thread — by CC or by forward. The CC habit takes one second, but habits slip. An Outlook rule means BrainFlow sees the important threads (every message from a client's domain, for example) even on the days nobody remembers to add the address. Set it up once; it runs on the server, around the clock.
Forward client threads
A rule matching a client’s domain sends every message from that client to BrainFlow. It extracts what was decided, promised, shipped, and slipped — each point linked to the source email.
Forward vendor threads
Track quotes, delivery dates, and terms automatically. If a vendor’s email states a different price or date than the one agreed in the thread, BrainFlow’s misalignment detection flags it privately.
Rules created here run server-side, so forwarding keeps working even when Outlook is closed. This works for Microsoft 365 work accounts and Outlook.com personal accounts.
Open Mail rules in Settings
In Outlook on the web (outlook.office.com or outlook.com), click the gear icon → Mail → Rules, then click Add new rule.
Name the rule and set the condition
Give it a name you’ll recognize, like "Forward Acme to BrainFlow". Under Add a condition, choose From, then enter the domain or address to match — for example acme.com covers everyone at that client.
Set the action to forward
Under Add an action, choose Forward to — in some versions it appears as "Redirect to" — and enter your BrainFlow address (assistant@yourcompany.brain-flow.ai).
Save the rule
Click Save. From now on, every incoming message matching the condition is forwarded to BrainFlow automatically — including messages you weren’t copied on.
If you live in the desktop app, the same rule can be built there. One caveat: rules created here can end up client-only, meaning they run only while Outlook is open — if you need always-on forwarding, use the web version above.
Open Manage Rules & Alerts
In classic desktop Outlook, go to the Home tab → Rules → Manage Rules & Alerts.
Start a new receive rule
Click New Rule, then choose Apply rule on messages I receive under Start from a blank rule.
Set the from condition
Check from people or public group (or step through the wizard and set the sender/domain condition), then enter the address or domain to match.
Choose "forward it to people" and finish
In the actions list, check forward it to people or public group, click the underlined link in the step box, and enter your BrainFlow address. Click Finish, then Apply.
Done: matching threads now reach BrainFlow automatically. Ask it what the client agreed to — by reply in the thread or in chat — and every answer comes with the source email.
If your admin blocks external forwarding
Some Microsoft 365 organizations disable automatic external forwarding as a security policy. If your rule fails silently, that's likely why. The fallback: CC BrainFlow manually — it takes one second and needs no rule — or ask your admin to allow forwarding to your BrainFlow address.
The simpler alternative: just CC
Rules are optional. When you start a thread that matters, CC your BrainFlow address. Many people do both — CC on the threads they start, a rule for the threads they don't.
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