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How to Forward Hotmail to Gmail: The Definitive Guide

So, you’re looking to streamline your inbox and consolidate your emails from Hotmail (now Outlook.com) to Gmail? Smart move! Managing multiple email accounts can be a real headache. Forwarding your Hotmail emails to Gmail is the solution. In a nutshell, you’ll be using Gmail’s email import feature to automatically pull emails from your Hotmail account. This includes both existing and new emails. There are a few different ways to achieve this, each with its own nuances. Let’s dive into the details!

Setting Up Email Forwarding: The Step-by-Step Process

The most reliable and comprehensive method involves using Gmail’s “Import mail and contacts” feature. This not only forwards new emails but also allows you to import existing emails from your Hotmail account. Here’s how to do it:

Log in to your Gmail account: Open your web browser and log in to the Gmail account where you want to receive your forwarded Hotmail emails.
Access Gmail Settings: Click on the gear icon in the top right corner of the screen. This will open a quick settings menu. Click on “See all settings.”
Navigate to Accounts and Import: In the settings menu, click on the “Accounts and Import” tab. This is where you’ll find options related to managing your other email accounts.
Find the “Import mail and contacts” Option: Look for the section labeled “Import mail and contacts.” This is the key to setting up the forwarding.
Initiate the Import Process: Click on “Import mail and contacts.” A pop-up window will appear asking you for the email address you want to import from.
Enter Your Hotmail Address: Type in your full Hotmail email address (e.g., example@hotmail.com) and click “Continue.”
Grant Permission to Google: You’ll be redirected to a Microsoft login page. Enter your Hotmail password and sign in. You might be asked to grant Google permission to access your Hotmail account. This is necessary for Gmail to fetch your emails. Carefully review the permissions before granting them.
Configure Import Options: After granting permission, you’ll be presented with options for importing your emails. These usually include:
- Import contacts: Choose whether or not to import your Hotmail contacts.
- Import mail: This is the core functionality. Make sure this is checked.
- Leave a copy of retrieved message on the server: It’s generally recommended to leave a copy of your emails on the Hotmail server for a while, just in case something goes wrong with the import. You can delete them later.
- Add label to all imported mail: This is highly recommended. It allows you to easily identify which emails came from your Hotmail account within Gmail. For example, you could label them “Hotmail.”
- Start importing mail: This option configures the importing of past and future messages.
Start Import: Click on “Start import.” Gmail will begin fetching your emails from Hotmail. This process can take anywhere from a few minutes to several hours, or even days, depending on the size of your Hotmail inbox. Don’t worry; you can close the window and the import will continue in the background.
Monitor the Import: You can check the progress of the import in the “Accounts and Import” tab. You’ll see a message indicating the status.

Important Considerations

Password Security: Make sure you are on a secure network when entering your Hotmail password.
Two-Factor Authentication: If you have two-factor authentication enabled on your Hotmail account, you will need to use an app password specifically generated for Gmail to bypass the regular authentication process.
Large Inboxes: If you have a very large Hotmail inbox, the import process can take a significant amount of time.
Email Limits: Be aware that Gmail has limits on the number of emails it can import per day. If you exceed these limits, the import will be paused and resumed automatically.
Spam Filters: Check your Gmail spam folder to make sure any legitimate emails from Hotmail haven’t been misclassified.

Alternative Method: Using Hotmail Forwarding Settings (Less Recommended)

While the Gmail import method is generally preferred, Hotmail itself also offers a forwarding feature. However, this method only forwards new emails, and doesn’t import existing ones. It’s also less robust than the Gmail import method.

Log in to Hotmail/Outlook.com: Go to the Outlook.com website and log in to your Hotmail account.
Access Settings: Click on the gear icon in the top right corner and select “View all Outlook settings.”
Navigate to Forwarding: In the settings menu, go to “Mail” -> “Forwarding.”
Enable Forwarding: Check the box that says “Enable forwarding.”
Enter Your Gmail Address: In the field provided, enter your Gmail address.
Keep a Copy of Forwarded Messages (Optional): You can choose to keep a copy of the forwarded messages in your Hotmail inbox by checking the “Keep a copy of forwarded messages” box. This is generally recommended for safety.
Save Changes: Click “Save” to apply the changes.

Why This Method Is Less Recommended

No Import of Existing Emails: Only new emails will be forwarded.
Potential Reliability Issues: Sometimes, forwarding from Hotmail can be less reliable than using Gmail’s import feature.
Less Control: You have less control over the import process compared to Gmail’s “Import mail and contacts” feature.

Troubleshooting Common Issues

If you encounter problems during the forwarding process, here are some common issues and solutions:

Gmail Can’t Connect to Hotmail: Double-check that you entered the correct Hotmail password and that you have granted Google permission to access your Hotmail account. Also, ensure two-factor authentication isn’t blocking the connection (use an app password).
Emails Are Not Being Forwarded: Make sure that forwarding is enabled in both Gmail and Hotmail settings. Check your spam folders in Gmail and Hotmail. Verify you have the settings correctly configured in both Gmail and Hotmail.
Import Is Stuck: If the import is stuck, try pausing and resuming it. If the problem persists, try removing the import and setting it up again.
Duplicate Emails: This can happen if you are using both Gmail’s import feature and Hotmail’s forwarding feature simultaneously. Choose one method only.
Emails Are Being Marked as Spam: Train Gmail to recognize legitimate emails from Hotmail by marking them as “Not Spam.”

Frequently Asked Questions (FAQs)

Here are some common questions users have about forwarding Hotmail to Gmail:

1. Will forwarding my emails delete them from Hotmail?

No, not automatically. When using Gmail’s “Import mail and contacts” feature, you typically have the option to leave a copy of retrieved messages on the server. If you choose this option, your emails will remain in your Hotmail inbox. If you eventually want to delete them from Hotmail, you can do so manually after confirming that they have been successfully imported to Gmail. If you only use Hotmail’s forwarding option, you will get a similar option to retain emails or not.

2. How long does it take to forward all my Hotmail emails to Gmail?

The time it takes depends on the size of your Hotmail inbox. For small inboxes, it might take only a few minutes. For larger inboxes with thousands of emails, it could take several hours or even a few days. Gmail will continue the import process in the background.

3. Can I forward only specific folders from Hotmail to Gmail?

Unfortunately, no. Gmail’s “Import mail and contacts” feature imports all emails from your Hotmail inbox. You cannot selectively import only specific folders. You could theoretically move the emails you wish to forward to one folder, and then delete the contents of all other folders, before initiating the forwarding process.

4. What happens to my Hotmail contacts when I forward to Gmail?

The “Import mail and contacts” feature allows you to import your Hotmail contacts along with your emails. Make sure you select this option when setting up the import.

5. Can I reply to forwarded emails using my Hotmail address in Gmail?

Yes, you can configure Gmail to send emails using your Hotmail address. To do this, go to Gmail settings -> “Accounts and Import” -> “Send mail as” and add your Hotmail address. You’ll need to verify ownership of the Hotmail address to complete the setup.

6. I have two-factor authentication enabled on my Hotmail account. How do I forward to Gmail?

You’ll need to generate an app password specifically for Gmail. In your Microsoft account settings, go to “Security” -> “Advanced security options” -> “App passwords.” Create a new app password for Gmail and use that password when setting up the “Import mail and contacts” feature.

7. Is it safe to give Gmail access to my Hotmail account?

Gmail is a reputable and widely used email service. However, it’s always a good idea to carefully review the permissions you are granting Google before allowing access to your Hotmail account. If you are concerned about security, you can revoke Google’s access after the import is complete.

8. Can I stop the forwarding process once it has started?

Yes, you can stop the import process in the “Accounts and Import” tab in Gmail settings. However, emails that have already been imported will remain in your Gmail inbox.

9. How do I remove the Hotmail forwarding from Gmail?

To remove the forwarding, go to Gmail settings -> “Accounts and Import” and delete the Hotmail account from the “Import mail and contacts” section. Also, disable forwarding in your Hotmail settings (if you enabled it there).

10. Will my Hotmail filters and rules be transferred to Gmail?

No, Hotmail filters and rules will not be automatically transferred to Gmail. You’ll need to recreate them in Gmail if you want to maintain the same email organization.

11. What happens to emails sent directly to my Hotmail address after I’ve set up forwarding?

New emails sent to your Hotmail address will be automatically forwarded to your Gmail inbox, as long as the forwarding is enabled.

12. I’m still not receiving emails. What should I do?

Double-check all settings in both Gmail and Hotmail. Ensure that forwarding is enabled in both accounts. Verify that you’ve granted Gmail the necessary permissions. Check your spam folders in both Gmail and Hotmail. Also, make sure that your Hotmail account isn’t full, which could prevent new emails from being delivered. If the problem persists, try removing and re-adding the import in Gmail.

By following these steps and considering these FAQs, you should be able to successfully forward your Hotmail emails to Gmail and enjoy the convenience of managing all your emails in one place.