Forward sent or received emails in outlook to Gmail and edit title to include [FolderName]

Hi,

I am using Microsoft 365 Apps for Enterprise.

I use outlook classic at work with exchange.

I found my account folder size get full almost all the time and fast due to the amount of attachments.

I tried several strategies like archiving, or add attachments to one drive, but this is really not useful in several scenarios.

Another reason is that I can not access my email outside work environment due to security restrictions.

So I created a Gmail account dedicated for this purpose and want to forward any thing i send or receive to that Gmail account.

I tried the rules and it worked for messages i receive but no way to find a rule to send a copy except of a rule to add a CC, and this is not acceptable for me.

Also tried to use quick steps and added the step to add a bcc to any email and it worked, but it happened a lot that i reply to any messages and no way to use this quick step in that scenario.

I have several custom folder in the account and some rules associated with it, like moving to a specific folder if from a special sender ...etc. and these rules working fine.

So I want also any message being forwarded to have a folder name inside a [ ] in the front of the message subject, so when I open it in Gmail I know it is belong to what, as all messages will be from the same name which is ME of course.

Like [INBOX] or [SENT] [Custom1] or [CUSTOME2] etc...

I mean the email being in the outlook first in the folder where it belongs then forward it and edit its subject and add the folder name in [ ] in the first beginning of the subject.

So how to achieve such a thing?

Thanks a lot for your reply.
I am afraid not as I tried and IT guy told me it is a fixed quota or limit for all.
Another reason is that I can not access my email outside work environment due to security restrictions, so I want to be able to check it. I am sorry that I forget to mention this issue in my first post.

Thanks for your reply.
Yes I am trying to work around it.
I tried to give a reputation but forum did not allowed.
You mean Gmail is not secure enough?
Honestly, I never thought about if forwarding email messages is legal or not as thought from my side as a user perspective, but you get my attention to think and consider this point as well, so thanks for that as well.

You can have .pst Data files that are stored locally, make some rules that automated mails go there and drag some large attachment files same...
And you will see those Data Files normally in your Outlook

Please may you clear your idea a little bit more as I am afraid that I do not understand.

Originally Posted by daliye

Please may you clear your idea a little bit more as I am afraid that I do not understand.

First you need to create Outlook Data file:

1. Open Outlook: Launch Microsoft Outlook on your computer.
   Access Account Settings:
2. Go to the File tab.
   Select Account Settings, then click Account Settings from the drop-down.
3. Create a New Data File:
   In the Account Settings window, click the Data Files tab.
4. Click Add to create a new Outlook Data File (.pst).
   Save the Data File:
5. Choose a location to save your file and provide a file name.
   Click OK to create the file. It will now be added to the Data Files list.

Use the Data File:
The new .pst file will appear in your folder pane in Outlook. You can now drag and drop emails or other items into the file to save them locally. Or you can create automatic rules to this folder.
You can also create more .pst folders.

When you will reinstall PC make sure to backup those .pst files and upload them on a new PC.