Email to WhatsApp Gateway: How to Automatically Forward Email to WhatsApp [iOS/Android]

Email to WhatsApp forwarding turns ordinary emails from Gmail, Outlook, websites, CRMs, helpdesks and monitoring services into WhatsApp messages. With AutoForward Text, you can send an email to a different WhatsApp number each time, or automatically forward selected emails to one saved WhatsApp number, existing chat or group.

The messages are sent through a WhatsApp account you connect to AutoForward Text using a QR code. The email sender does not need to integrate with the WhatsApp Business API, and the WhatsApp recipient does not need an AutoForward Text account.

Quick Start: Turn Emails Into WhatsApp Messages

What Is an Email-to-WhatsApp Gateway?

An email-to-WhatsApp gateway receives an email, converts its useful content into a message and sends that message to WhatsApp. It gives systems that already support email a practical way to reach a WhatsApp recipient without building a separate integration for every website, CRM, helpdesk or alerting tool.

The original email might come from a person using Gmail or Outlook, but it can also come from software such as:

• A website contact form
• A CRM lead or deal notification
• A booking or appointment system
• A helpdesk escalation
• A billing or payment platform
• A server or uptime monitoring service
• An order, delivery or dispatch system

This is different from manually copying an email into WhatsApp. Once the gateway is configured, the delivery can happen automatically whenever an approved email arrives.

Two Ways to Send Email to WhatsApp

AutoForward Text supports two related Email Gateway workflows. The right one depends on whether the WhatsApp recipient changes from one email to the next.

Requirement	Recommended Workflow
Each email may have a different recipient	Phone-number email address
Every email goes to the same WhatsApp number	Private forwarding address
Forward alerts to an existing WhatsApp chat	Private forwarding address
Forward emails to a WhatsApp group	Private forwarding address
A CRM dynamically selects the customer’s number	Phone-number email address
A Gmail or Outlook filter forwards selected alerts	Private forwarding address

Step 1: Connect WhatsApp to AutoForward Text Using a QR Code

Both Email Gateway workflows require a connected WhatsApp QR account. This is the account that will send the outgoing WhatsApp messages.

1. Sign in to the AutoForward Text dashboard.
2. Open WhatsApp Accounts.
3. Choose the QR connection option.
4. Open WhatsApp on your phone and scan the QR code.
5. Wait for the account to show as connected.

The recipient sees the message as coming from the connected WhatsApp account. AutoForward Text does not provide an anonymous WhatsApp identity for this workflow.

Step 2: Enable Email Gateway and Approve Senders

After connecting WhatsApp, open:

1. Enable Email Gateway.
2. Choose WhatsApp QR account under Send using.
3. Select the connected WhatsApp account.
4. Add the email addresses that are allowed to use the gateway.
5. Save the settings.

Add one approved sender email address per line. Your AutoForward Text account email may already be authorised, but other Gmail, Outlook, website, CRM or service addresses should be added explicitly.

The approved-sender list helps prevent somebody who discovers a gateway address from sending messages through your connected WhatsApp account.

Method 1: Send an Email to Any WhatsApp Number

Use this method when the WhatsApp recipient changes from one email to another. The destination number is placed directly before @reply.autoforwardtext.com.

1. Create the recipient email address

Start with the destination’s complete international phone number. Include the country code and digits only:

15551234567@reply.autoforwardtext.com

For a UK number such as +44 7700 900123, the gateway address would be:

447700900123@reply.autoforwardtext.com

2. Compose the email

Write the email in Gmail, Outlook or another approved email account.

3. Send the email

AutoForward Text checks the sender, reads the destination number from the email address and sends the email content through your selected WhatsApp QR account.

4. Check Recent Email Gateway Activity

The activity table shows whether the message was sent or failed, which route was used, the destination and the delivery time. Use it as the first place to investigate a missing message.

When the number-addressed method is useful

• A sales representative emails different prospects from Outlook.
• A CRM constructs a recipient address from each lead’s phone number.
• A booking system sends confirmation details to different customers.
• A support team sends case updates to the relevant customer.
• An internal application already sends email but has no WhatsApp integration.

Method 2: Automatically Forward Email to a Saved WhatsApp Destination

Use the fixed-destination method when selected emails should always reach the same WhatsApp number, existing chat or group.

1. Enable automatic email forwarding

In Email Gateway settings, turn on Enable automatic email forwarding.

2. Copy your private forwarding email

AutoForward Text provides a private address similar to:

yourname@reply.autoforwardtext.com

Unlike the phone-number format, this address does not contain the WhatsApp recipient. The destination is saved separately in your account.

3. Select the WhatsApp sending account

Choose WhatsApp QR account and select the connected account that should send the messages.

4. Choose the fixed destination

Select one of the supported destination types:

• A WhatsApp phone number
• An existing WhatsApp chat
• An existing WhatsApp group

5. Save and test the route

Send a test message from an approved email address to the private forwarding address. Confirm that it appears in the selected WhatsApp destination and that the activity table shows a successful WhatsApp route.

How to Automatically Forward Gmail to WhatsApp

Gmail filters can forward only the emails that matter. This is usually better than forwarding the entire inbox to WhatsApp.

1. Copy your private AutoForward Text forwarding address.
2. In Gmail, open Settings → See all settings → Forwarding and POP/IMAP.
3. Add the private forwarding address.
4. Complete Gmail’s forwarding-address verification process.
5. Create a Gmail filter based on the sender, subject, keywords, recipient or other conditions.
6. Choose Forward it to and select the AutoForward Text address.
7. Save the filter and test it with a matching email.

Useful Gmail filter examples

Email condition	WhatsApp use
Subject contains “New lead”	Notify the sales group
From your payment processor	Send failures to finance
Subject contains “Urgent”	Alert the support team
From your booking platform	Notify reception or scheduling
From your uptime monitor	Alert the IT or on-call group

Do not create an unrestricted rule that forwards every personal or business email unless that is genuinely required. Selective filters reduce noise and limit unnecessary exposure of email content.

How to Automatically Forward Outlook Email to WhatsApp

Outlook rules can perform the same job for Microsoft email accounts.

1. Copy your private AutoForward Text address.
2. Open Outlook and go to Settings → Mail → Rules.
3. Create a new rule.
4. Choose the sender, subject, keywords or other conditions.
5. Add the action to forward or redirect matching messages.
6. Enter your private AutoForward Text address.
7. Save the rule and send a matching test email.

This workflow works well for shared sales, support, bookings and operations inboxes where only selected messages need immediate WhatsApp visibility.

How to Forward Email to a WhatsApp Group

Group delivery uses the fixed-destination workflow. The connected WhatsApp account must already have access to the group you want to select.

1. Connect the WhatsApp account through QR.
2. Open Workflows → Email to SMS.
3. Enable automatic email forwarding.
4. Select the connected WhatsApp QR account.
5. Under Forward every email to, choose WhatsApp chat or group.
6. Select the existing group.
7. Save the settings.
8. Send an approved test email to your private forwarding address.

Group forwarding is particularly useful for leads, support escalations, operational alerts and booking requests that should be visible to more than one team member.

How to Forward One Email to WhatsApp Manually

If you only need to share one email occasionally, an automated gateway may be unnecessary. You can use one of these manual methods instead.

Copy and paste the email

Open the email on Android, iPhone, PC or Mac, copy the relevant text and paste it into the WhatsApp conversation.

Share the email attachment

Download the document, image or other attachment from the email, then attach it to a WhatsApp message.

Save the email as a PDF

Use the email application’s print function to save the message as a PDF, then send that PDF through WhatsApp. This can preserve more of the email’s visual layout.

Requirement	Better Option
Share one email once	Manual copy, attachment or PDF
Send recurring alerts	Automatic Email Gateway route
Send to different customer numbers	Phone-number email address
Notify a team group automatically	Private forwarding address with saved group

Business Uses for Email-to-WhatsApp Forwarding

Email source	WhatsApp destination	Example
Website contact form	Sales group	New lead or quote request
CRM	Salesperson or sales chat	New lead, task or deal update
Helpdesk	Support group	Priority ticket or escalation
Billing platform	Finance or operations group	Failed payment or account warning
Monitoring service	IT or on-call group	Server downtime or device alert
Booking system	Reception or scheduling chat	New appointment or cancellation
E-commerce platform	Operations group	Order exception or delivery issue
Internal application	Customer number	Confirmation, reminder or status update

Website lead alerts

Many contact-form tools already send an email whenever somebody submits a lead. Forward those emails to the sales group’s private gateway address so the team sees the enquiry quickly.

Customer reminders and confirmations

A booking or internal system can address each email to the customer’s number at @reply.autoforwardtext.com. This is useful when the recipient changes with every message.

Operations and on-call alerts

Route selected monitoring, security or equipment emails to an on-call WhatsApp group. Important systems should still have appropriate monitoring, escalation and backup channels rather than relying on one messaging route alone.

Shared team workflows

Send leads, bookings, priority tickets or order issues into a WhatsApp group instead of leaving the information in one employee’s inbox.

Email to WhatsApp vs Email to SMS

WhatsApp and SMS solve related problems, but they are not interchangeable.

Feature	Email to WhatsApp	Email to SMS
Sending route	Connected WhatsApp QR account	AutoForward Text Shared SMS, Android gateway or Twilio
Existing chats	Can use a saved chat	Not applicable
Team groups	Can use an existing WhatsApp group	Usually requires multiple SMS destinations
Recipient requirement	Recipient uses WhatsApp	Recipient has a text-capable phone number
Internet dependence	WhatsApp account requires connectivity	Depends on the selected SMS route
Best for	Chats, groups and teams already using WhatsApp	Universal phone alerts and traditional text delivery

If SMS is the better destination for your workflow, read how to automatically forward email to SMS or see the Email to SMS Gateway.

Security, Privacy and Limits

Approve only trusted email senders

Keep the approved list narrow. Remove old services and employee addresses when they no longer need access.

Protect your private forwarding address

Treat it like a private routing credential. Do not include it in public screenshots or webpages.

Review what the source email contains

A forwarded message may contain customer, operational or account information. Do not route passwords, highly sensitive personal information or regulated data without first confirming that the workflow is appropriate for your organisation.

Monitor the connected WhatsApp account

Email delivery depends on the QR-connected WhatsApp account remaining connected and available. Check its status if messages stop arriving.

Check your current gateway allowance

The Email Gateway page displays the account’s daily limit and usage. Messages above the displayed allowance may be rejected, so monitor the activity table when testing a new or higher-volume workflow.

Understand the fixed-destination model

Your private forwarding address uses one saved destination at a time. Use the phone-number email format when each email needs a different recipient.

Email-to-WhatsApp Troubleshooting

Problem	What to check
Email is rejected	Confirm that the actual sender address is in Allowed sender emails.
No WhatsApp message arrives	Check that Email Gateway is enabled and the QR account is still connected.
Number-addressed message fails	Use country code and digits only before @reply.autoforwardtext.com.
Email goes to the wrong destination	Review the saved fixed destination in Automatic Email Forwarding.
WhatsApp group is not available	Confirm that the connected account belongs to the group and refresh the available chat list.
Gmail does not forward	Confirm the forwarding address and review the filter conditions.
Outlook rule does not run	Check the rule and whether the Microsoft 365 administrator blocks external forwarding.
Daily messages stop	Review Usage Today and the displayed Email Gateway limit.

Recent Email Gateway Activity should be the first place you look. It shows whether the email was accepted, which route handled it, the destination and whether delivery succeeded or failed.

Frequently Asked Questions

Can I send an email to a WhatsApp number?

Yes. After connecting a WhatsApp QR account and enabling Email Gateway, send the email to an address such as 15551234567@reply.autoforwardtext.com. The number before the at sign becomes the WhatsApp destination.

Can I automatically forward emails to WhatsApp?

Yes. AutoForward Text gives you a private forwarding address. Approved emails sent or automatically forwarded to it can be delivered to one saved WhatsApp number, existing chat or group.

Can Gmail automatically forward email to WhatsApp?

Yes. Add your private AutoForward Text address to Gmail, then create a filter that forwards matching emails to it. AutoForward Text sends those emails to the WhatsApp destination saved in your settings.

Can Outlook automatically forward email to WhatsApp?

Yes. Create an Outlook rule that forwards selected emails to your private AutoForward Text address. Some Microsoft 365 organisations restrict external forwarding, so an administrator may need to allow the rule.

Can I forward an email to a WhatsApp group?

Yes. Connect WhatsApp through QR, enable automatic email forwarding and select an existing WhatsApp group as the fixed destination. Emails sent to your private address will then be delivered to that group.

Can I send email to WhatsApp from a PC?

Yes. You can use Gmail, Outlook or another approved email service on your PC. Send to a phone-number gateway address or to your private fixed-destination address.

Can I send email to WhatsApp from Android or iPhone?

Yes. Compose the email using an approved email account on Android or iPhone. The delivery method is the same as on a computer.

Can every email go to a different WhatsApp number?

Yes. Include each recipient’s international number in the email address, for example 15551234567@reply.autoforwardtext.com.

Does the WhatsApp recipient need an AutoForward Text account?

No. The recipient receives a normal WhatsApp message from your connected WhatsApp account.

Which WhatsApp account sends the message?

The QR-connected WhatsApp account selected in Email Gateway settings sends the message.

Does Email Gateway support WhatsApp Cloud API accounts?

Not for these routes. Email-to-WhatsApp delivery uses a QR-connected WhatsApp account, and Cloud API accounts are intentionally excluded from the Email Gateway options described here.

Can I send emails to more than one WhatsApp group?

The private automatic-forwarding address uses one saved destination at a time. You can change that destination later. Separate multi-route workflows may require another automation setup.

Are email attachments forwarded to WhatsApp?

The Email Gateway is designed primarily to turn email subject and message content into a WhatsApp message. Test your required attachment type before relying on it, and do not assume every email attachment or complex HTML layout will be transferred unchanged.

Is the Email to WhatsApp Gateway free?

AutoForward Text may offer a trial or plan-based access depending on the current subscription options. Check the current pricing and your dashboard allowance before setting up a production workflow.

Final Thoughts

Email-to-WhatsApp forwarding is most useful when the systems you already use can send email but the people who need to act are paying attention to WhatsApp.

AutoForward Text supports both sides of that requirement:

• Dynamic recipients: Put the destination number in the email address.
• Fixed destinations: Forward approved emails to a private address connected to one saved number, chat or group.

Use the phone-number format when the recipient changes. Use the private forwarding address when Gmail, Outlook, a CRM, website, helpdesk or monitoring service should always alert the same person or team.