Before you start
Forwarding is set up in your email client - Gmail or Outlook - not in Datamolino. Datamolino only provides the destination address: the unique email address of the folder you want documents to land in.
👉 Where do I find my folder's email address?
Open the folder in Datamolino. The unique email address is shown directly under the folder name. Hover over it to copy it to your clipboard.
👉 Can I forward to several Datamolino folders from the same inbox?
Yes. Each Datamolino folder has its own email address. You can add multiple folder addresses as forwarding destinations and use filters or rules to send each supplier or document type to the right folder.
Set up forwarding in Gmail
Gmail requires two steps: first you add the Datamolino folder address as an approved forwarding destination, then you create a filter that decides which emails get forwarded.
Step 1 - Open Gmail settings
Click the cogwheel icon in the top right and choose See all settings.
Step 2 - Add the Datamolino address as a forwarding destination
Open the Forwarding and POP/IMAP tab and click Add a forwarding address. Paste the Datamolino folder email address and follow the on-screen prompts. Gmail will send a confirmation code to the address you just added - this is required before Gmail will forward to that address.
Step 3 - Pick up the confirmation code in Datamolino
Gmail's confirmation email arrives in Datamolino as a stopped email, because Datamolino hasn't seen the Gmail forwarding address before. You'll see an envelope icon in the folder view on your dashboard. Open the folder, click the stopped email, find the confirmation code, and copy it.
Step 4 - Verify the address in Gmail
Go back to Gmail, paste the code into the verification box, and click Verify. The Datamolino folder address is now an approved forwarding destination. Repeat steps 1–4 for every additional folder you want to forward to.
Step 5 - Create a filter that forwards the right emails
Click the filter icon in the Gmail search bar to open the filter builder. Set the criteria that match the emails you want forwarded. Common options:
From a specific sender - forwards everything from that supplier.
Subject contains specific text - useful for recurring subject lines like "Your invoice...".
Has attachment - forwards only emails with attached files.
A combination of the above - narrows the filter so only the right emails are forwarded.
You can test the filter first by running it as a search to confirm you're catching the right emails. On the next step, tick Forward it to and choose the Datamolino folder address from the dropdown. Once saved, the rule appears in the Forwarding and POP/IMAP tab, where you can edit or remove it at any time.
Set up forwarding in Outlook
Outlook uses rules rather than filters, but the flow is similar. You first add the Datamolino folder address as the destination, then create a rule that decides which emails are forwarded.
Step 1 - Open Outlook rules
In Outlook on the web, click the gear icon in the top right and open View all Outlook settings. Go to Mail, then Rules. In the Outlook desktop app, open the File menu and choose Manage Rules & Alerts.
Step 2 - Create a new rule
Click Add new rule (web) or New Rule (desktop). Give the rule a clear name, for example "Forward supplier invoices to Datamolino".
Step 3 - Set the conditions
Add one or more conditions that describe the emails you want forwarded:
From a specific sender - forwards everything from that supplier.
Subject includes specific words - useful for recurring invoice subjects.
Has an attachment - forwards only emails with attached files.
A combination of these - keeps the forwarding tightly scoped.
Step 4 - Set the action to forward
Choose the action Forward to (web) or forward it to people or public group (desktop), and enter the Datamolino folder email address. Save the rule.
Step 5 - Confirm the first email arrives in Datamolino
Send or wait for an email that matches the rule. Open the folder in Datamolino and check the email arrives. Outlook does not require a confirmation code, so the first matching email should appear directly - either as a processed document or as a stopped email if Datamolino does not yet recognise the Outlook forwarding address (see how to approve from Stopped Emails here [LINK-TODO: stopped emails]
👉 Does forwarding work when Outlook is closed?
It depends on how the rule was set up. Rules created in Outlook on the web run server-side, so forwarding works even when the app is closed. Rules created in the classic desktop app for POP/IMAP accounts only apply while Outlook is open.
👉 My rule is set up correctly but emails still aren't arriving.
Your organisation's IT policy may have disabled automatic forwarding to external addresses. Check with your IT team if everything looks correct on your end but emails still aren't coming through.
👉 What if I only have a personal Outlook account?
The same steps apply. Personal Outlook, Outlook.com, and Microsoft 365 all support forwarding rules. The exact wording of the buttons and menus may differ slightly between versions.
What happens to the first forwarded email in Datamolino
The first time an email is forwarded from a new address, Datamolino does not yet know whether it should be processed. Forwarded emails come from the email client's forwarding address, not directly from you, so Datamolino treats the sender as unknown until you approve it.
Learn more about [LINK-TODO: Stopped emails]