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KIBI HELP & SETUP

Move the enquiry out of the shared-mailbox guessing game.

Use a matching Outlook rule to send enquiry notifications into Kibi, where your team can see the responsible person and next step.

Before you start

Create a forwarding inbox in Kibi, choose the receiving owner or team and copy the source address. For a work or school mailbox, confirm your organisation permits the intended external forwarding.

Connect it, step by step

  1. Open Outlook on the web and find Settings → Mail → Rules. Add a clearly named rule for the enquiry notifications you intend to forward.
  2. Choose a condition that matches those messages. Use a specific source or subject pattern rather than a rule that accidentally captures unrelated mail.
  3. Add the forward action and enter the Kibi inbox-source address. Review and save the rule.
  4. Send a new matching test email. Check the enquiry details and owner in Kibi.
  5. Test a non-matching message and check that it stays outside this connection. Keep source-mailbox copies according to your team's process.

Forward the emails your team needs to follow up. Use the inbox source’s address, rather than your workspace’s outgoing mail address.

EXPLAINED SIMPLY

Two different email paths

Forwarding enquiries into Kibi is separate from sending email out.

  1. Incoming enquiry

    Forward selected enquiry emails to the source inbox shown in Kibi.

  2. Confirmation

    The forwarding inbox can catch Gmail’s confirmation code.

  3. Outgoing email

    Your workspace sends from a readable address, such as [email protected].

Illustrative sender address. Copy the actual forwarding destination from the app; it is not the outgoing sender address.

What happens next

The rule handles matching new messages under your Outlook setup. If you intentionally need all-mail forwarding, use the forwarding settings available for your Outlook version and review that broader scope before enabling it.

If you get stuck

Rule saved but mail blocked? Your organisation may restrict external forwarding; ask its authorised administrator to review the intended route. Wrong contact in Kibi? Check field matching and the original form notification. No enquiry? Check rule conditions, other rules and the destination.

Related guides

Forward Gmail enquiries into KibiConnect the website form you already have

Kibi screens shown here use a demonstration workspace. Use your own account details when you connect.

Microsoft’s Outlook forwarding guide