How to Import and Export Rules in New Outlook

You have created a set of rules to organize your inbox in the new Outlook for Windows. You need to move these rules to another computer or share them with a colleague. Rules are stored locally on your device and are not synced with your Microsoft 365 account. This article explains how to save your rules to a file and load them into another Outlook profile.

Understanding Outlook Rules and the .rwz Format

Rules in Outlook are automated actions applied to incoming or outgoing messages. They can move, flag, delete, or forward emails based on conditions you set. The new Outlook for Windows uses the same rules engine as the classic desktop application. Your rules are tied to your email account within a specific Outlook profile on your PC.

To transfer or back up these rules, Outlook uses the .rwz file format. This is a proprietary container that holds the definitions for all rules in your profile. Exporting creates this file. Importing reads the file and recreates the rules in your current profile. You must have the necessary permissions to run rules on the target account, especially for server-side rules.

Steps to Export Your Rules to a File

Follow these steps to create a backup file of your current rules. This is useful before making major changes or switching computers.

1. Open the Rules Manager
   In the new Outlook, click File in the top-left corner. Select Manage Rules & Alerts from the Info tab.
2. Access the Export Options
   In the Rules and Alerts dialog box, look at the top-right section. Click the Options button.
3. Choose Export Rules
   A small dialog titled Import/Export Rules will appear. Select the option labeled Export rules to a file. Click OK to proceed.
4. Save the .rwz File
   A standard Windows Save As dialog will open. Choose a location you will remember, like your Desktop or Documents folder. The file name will default to `Outlook Rules.rwz`. You can rename it. Click Save to create the file.

Steps to Import Rules from a File

Use these instructions to load rules from a previously saved .rwz file into your Outlook profile.

1. Open the Rules Manager
   Navigate to File > Manage Rules & Alerts to open the rules management window.
2. Access the Import Options
   Click the Options button in the Rules and Alerts dialog.
3. Choose Import Rules
   In the Import/Export Rules dialog, select Import rules from a file. Click OK.
4. Select the .rwz File
   In the file browser, navigate to the folder containing your saved .rwz file. Select the file and click Open.
5. Choose a Import Method
   A final prompt will ask how to handle duplicate rules. You can choose to replace all duplicates with the imported rules or simply add the new rules, keeping any duplicates you already have. Select your preference and click OK. The rules will be added to your list.

Common Mistakes and Limitations to Avoid

Rules Stop Working After Import

If imported rules do not run, check the rule conditions. Rules based on specific folder paths from your old profile will fail if those folders do not exist in the new mailbox. Edit each rule and update the folder references to match your current mailbox structure.

Server-Side vs. Client-Only Rules

Outlook creates some rules to run on the mail server and others to run only on your computer. Server-side rules have an icon showing a small server. When you import rules, client-only rules may not function if the target computer has a different configuration. Verify each rule’s properties after import.

Import Fails with a Corrupt File Error

The .rwz file can become unreadable if it was not created correctly or was edited manually. Always use the official Export function to create the file. If you receive a corrupt file error, you will need to recreate the rules manually or obtain a valid backup.

Exporting vs Importing Rules: Key Differences

Item	Export Rules	Import Rules
Primary Action	Saves rules from Outlook to a file	Loads rules from a file into Outlook
File Format	Creates a .rwz file	Reads a .rwz file
Data Flow	Outlook to local storage	Local storage to Outlook
Duplicate Handling	Not applicable	Option to replace or add
Typical Use Case	Backup or transfer preparation	Restore from backup or apply shared rules

You can now move your email automation between Outlook profiles and devices. Keep your .rwz file in a secure location as a rules backup. For advanced management, use the Run Rules Now feature in the Rules Manager to test imported rules on existing messages. Press F9 to force a send/receive check, which can help trigger new server-side rules immediately.