You have a complex set of email rules in Outlook on one computer and need to move them to a new machine. Manually recreating dozens of rules is time-consuming and error-prone. Outlook stores rules in a proprietary file format that can be backed up and transferred. This article explains how to export your rules from one Outlook profile and import them into another.
Key Takeaways: Moving Outlook Rules
- File > Manage Rules & Alerts > Options > Export Rules: Creates a backup file containing all your rules from the current Outlook profile.
- File > Manage Rules & Alerts > Options > Import Rules: Loads a previously saved rules file into your current Outlook profile, adding them to existing rules.
- .rwz file format: The standard Outlook Rules Wizard file used for saving and transferring rule sets between different computers or profiles.
Understanding Outlook Rules and the Export Process
Outlook rules are sets of conditions, actions, and exceptions you create to automate email management. They are stored within your Outlook data file, typically your primary mailbox. The export function packages these rule definitions into a single .rwz file. This file does not contain your emails, only the instructions for the rules. Before starting, ensure Outlook is configured with the same email account type on both computers, as rules for Microsoft Exchange accounts may behave differently than rules for POP or IMAP accounts when moved.
Steps to Export Outlook Rules
Follow these steps to create a backup file of your rules from the source computer.
- Open the Rules Manager
In Outlook, go to the File tab on the ribbon. Select Manage Rules & Alerts. This opens the Rules and Alerts dialog box. - Initiate the Export
In the Rules and Alerts dialog, click the Options button in the upper-left corner. From the menu that appears, select Export Rules. - Save the Rules File
A standard Windows Save As dialog will open. Choose a location you can access later, such as a USB drive, OneDrive, or a network folder. The file will automatically be saved with the .rwz extension. Give it a descriptive name like “OutlookRulesBackup.rwz” and click Save. - Close the Dialog
Click OK to close the Rules and Alerts dialog. Your rules are now saved in the .rwz file. Transfer this file to your target computer using your chosen method.
Steps to Import Outlook Rules on a New Computer
Once the .rwz file is on the new computer, use these steps to import the rules into Outlook.
- Open the Rules Manager on the New PC
On the destination computer, open Outlook and navigate to File > Manage Rules & Alerts. - Start the Import
In the Rules and Alerts dialog, click the Options button and select Import Rules. - Select the Backup File
In the File Open dialog, browse to the location of your transferred .rwz file. Select the file and click Open. - Review and Confirm
Outlook will import the rules and add them to your current list. You will see them appear in the Rules and Alerts dialog. Review the list to ensure all rules were transferred. Click OK to finish.
Common Mistakes and Limitations to Avoid
Rules Reference Specific Folders That Don’t Exist
A rule might move messages to a folder named “Project Alpha.” If that folder does not exist in the mailbox on the new computer, the rule will fail or be disabled. Before importing, recreate any custom folders referenced by your rules. After importing, check the rules list for any warnings or disabled rules and update the folder paths.
Importing Rules for a Different Account Type
Rules created for an Exchange Online mailbox often use server-side processing. Importing them into a profile for a POP3 account may cause errors because some actions, like moving messages to a server folder, are not supported. It is best to export and import rules between profiles for the same type of email account.
Overwriting Existing Rules
The import process adds new rules; it does not delete or replace your existing ones. However, if you import a rule with an identical name to an existing rule, you will create a duplicate. You must manually delete or rename the duplicate rule in the Rules Manager.
Rule Management Methods Comparison
| Item | Export/Import .rwz File | Manual Recreation |
|---|---|---|
| Speed for many rules | Fast, one-time operation | Slow, repetitive data entry |
| Accuracy | Perfect copy of all conditions and actions | Prone to human error and omission |
| Folder path handling | May break if folders are missing | Forces you to set correct paths during creation |
| Best use case | Migrating to a new computer or restoring a backup | Creating one or two simple new rules |
You can now efficiently transfer your automated email workflow to a new computer without starting from scratch. Use the export function regularly to create backups before major Outlook updates. For advanced management, remember you can also run the Rules Manager command line argument “outlook.exe /cleanrules” to reset rules if they become corrupted, but this will delete all of them.