A familiar inbox, clearer rent records
If you receive rent notifications at an Outlook or Hotmail address, you can forward those emails to DwellTrack for parsing and payment matching. You keep using your existing email account. There is no bank connection required, and this setup does not move money or change how tenants pay you.
Watch the video above, then follow the steps below. Hotmail accounts use the Outlook.com interface, so the same browser workflow applies to both.
Before you start
Have your DwellTrack account open, sign in to the Microsoft mailbox that receives your rent notifications, and make sure your tenant and lease records are up to date. Use an actual notification email to identify the sender and wording your bank uses.
Set up the forwarding rule
- Copy your DwellTrack intake address. Open e-Transfer Parser and use Copy Intake Email. Choose Outlook / Hotmail in the tutorial selector. Use the address shown in your own workspace.
- Open Outlook in your browser. Sign in at Outlook.com with the Outlook or Hotmail account receiving your rent notifications.
- Create a rule. Open Settings → Mail → Rules and choose Add new rule (or Add rule). Give it a clear name, such as “DwellTrack rent notifications.”
- Choose the emails to send. Match the sender and, where useful, subject wording from a rent payment notification in your inbox. Add conditions to narrow the rule to relevant rent notices. Avoid applying it to every message in a personal mailbox. The sender and wording can vary, so use your own notification as the reference.
- Add the forwarding action. Choose Forward to and paste your DwellTrack intake address. Check the spelling and the rule conditions, then save and make sure the rule is enabled.
Microsoft documents the rule controls and forwarding actions in its Outlook forwarding guide. Labels may differ between Outlook versions.
Check the first notification
When the next matching rent notification arrives, return to e-Transfer Parser and refresh the queue. Review the tenant, lease, rent period and amount. If DwellTrack cannot confidently match a notice, review it before confirming the payment. Forwarding an email is not proof that a payment has been applied to the correct tenant.
You can test with a notification that has not already been recorded. Avoid confirming a second record for rent you have already entered manually.
If a notification does not appear
- Check that the rule is enabled and its conditions match the actual sender and subject.
- Compare the destination against the intake address displayed in DwellTrack.
- Check junk mail and other rules that may handle the message first. Test with a new matching notification.
- If you use a work or school Microsoft account, your administrator may restrict external forwarding.
If you get stuck, contact the DwellTrack team and tell us which step you reached. We can help you check the setup. Gmail users can find their own walkthrough in the tutorial library.