New Outlook Rules Import and Export: How to rebuild rules after migration

When you migrate to the new Outlook for Windows, your existing email rules may not carry over automatically. This happens because the new Outlook uses a different rules engine and storage format than classic Outlook. This article explains how to export rules from classic Outlook and import them into the new Outlook, and how to manually rebuild rules when automatic migration fails.

The root cause is that new Outlook stores rules in the cloud via Exchange Online, while classic Outlook stores them locally in the client. If you are using a Microsoft 365 account, rules stored on the server sync automatically. For POP3, IMAP, or on-premises Exchange accounts, you must export and then import the rules manually.

You will learn the exact steps to export rules to a file, import them into new Outlook, and rebuild rules that do not transfer correctly.

Why Rules Do Not Transfer Automatically in New Outlook

The new Outlook for Windows is a completely rebuilt application. It uses a cloud-first architecture. Email rules in new Outlook are stored as server-side rules in Exchange Online. Classic Outlook can store rules either locally (client-side) or on the server (server-side). When you switch to new Outlook, only server-side rules for Microsoft 365 mailboxes sync automatically. Client-side rules, rules for non-Microsoft 365 accounts, and rules with actions not supported by Exchange Online will not transfer.

Client-side rules include actions like running a script, displaying a specific alert, or playing a sound. These actions are not available in the new Outlook rules engine. If any of your rules use these actions, the entire rule will be skipped during migration. The only way to rebuild them is to manually create a new rule in new Outlook that achieves the same result using supported actions.

Rules That Transfer Automatically

If you use a Microsoft 365 or Exchange Online mailbox, server-side rules sync to new Outlook without any manual steps. These rules appear in Settings > Mail > Rules. You do not need to export or import them. This includes rules that move messages to folders, delete messages, forward messages, and flag messages.

Rules That Require Manual Export and Import

Rules stored on a POP3, IMAP, or on-premises Exchange account do not sync. Also, any rule that has a client-only action, such as “display a desktop alert” or “run a script,” will not transfer even if the mailbox is Microsoft 365. You must export these rules from classic Outlook and then import the .rwz file into new Outlook. After import, rules with unsupported actions will be skipped. You must rebuild those rules manually.

Steps to Export Rules from Classic Outlook

Before you migrate to new Outlook, export your existing rules to a backup file. This file has the .rwz extension. You can use this file to import rules into new Outlook later.

1. Open classic Outlook
   Launch classic Outlook for Windows on your computer. Ensure you are using the same profile that contains the rules you want to export.
2. Open Manage Rules & Alerts
   Go to File > Manage Rules & Alerts. If you are using Outlook 2016 or earlier, the path is File > Info > Manage Rules & Alerts.
3. Click Options
   In the Rules and Alerts dialog, click the Options button in the top right corner.
4. Click Export Rules
   In the Options dialog, click Export Rules. A file save dialog appears.
5. Save the .rwz file
   Choose a location such as your Desktop or Documents folder. Name the file something like “OutlookRulesBackup.rwz” and click Save.

After exporting, close classic Outlook. You can now open new Outlook and import the file.

Steps to Import Rules into New Outlook

New Outlook can import the .rwz file and convert supported rules. Rules with client-only actions will not import. After import, you must check each rule and rebuild any that are missing.

1. Open new Outlook
   Launch the new Outlook for Windows. If you have not switched yet, toggle the Try the new Outlook switch in classic Outlook.
2. Open Mail Settings
   Click the gear icon in the top right corner to open Settings. Then click Mail in the left pane.
3. Click Rules
   Under Mail, click Rules. This shows all current rules for the selected account.
4. Click Import Rules
   At the top of the Rules page, click Import Rules. A file picker opens.
5. Select the .rwz file
   Navigate to the file you exported earlier, select it, and click Open. New Outlook processes the file and imports supported rules.
6. Verify imported rules
   After import, review the list of rules. Any rule that could not be imported will not appear. You must rebuild those rules manually.

If you have multiple email accounts in new Outlook, switch to each account and repeat the import process. Rules are stored per mailbox.

Steps to Rebuild Rules Manually in New Outlook

Rules that did not import, such as those with client-only actions, must be recreated manually. New Outlook supports most common rule conditions and actions, but not all.

1. Open Rules in new Outlook
   Go to Settings > Mail > Rules for the account that needs the rule.
2. Click Add new rule
   Click Add new rule. A rule creation panel opens.
3. Name the rule
   Enter a descriptive name such as “Move invoices to Finance folder”.
4. Add a condition
   Under Condition, select a trigger. Options include From, To, Subject, Body, and more. For a rule that moved messages from a specific sender, choose From and enter the sender’s email address.
5. Add an action
   Under Action, select what happens when the condition is met. Options include Move to folder, Delete, Forward, Flag, and more. For a move rule, choose Move to folder and select the target folder.
6. Add exceptions if needed
   Under Add an exception, you can specify conditions that prevent the rule from running. For example, except if the message is marked as high importance.
7. Click Save
   Click Save to create the rule. The rule becomes active immediately.

Repeat these steps for each rule that did not import. If you have many rules, this process can take time. Consider writing down the original rule conditions and actions before you start.

Common Issues When Rebuilding Rules After Migration

Rule with run a script action did not import

New Outlook does not support running scripts or VBA macros as a rule action. You cannot recreate this action in new Outlook. If you need automation that a script provided, consider using Power Automate or a third-party add-in. For simple tasks like moving messages, create a standard rule with the Move to folder action instead.

Rule with display a specific alert did not import

The “display a specific message” action is client-only and not supported in new Outlook. You cannot recreate this exact behavior. If you need to be notified about certain messages, use the Flag action or set up a Focused Inbox override. Neither option shows a custom pop-up window.

Rule with categories did not apply after import

Rules that assign categories may import but the category color might not match. New Outlook uses a different set of default categories. After import, open the rule in new Outlook and verify the assigned category. If the category is missing, create a new category in Settings > Mail > Categories and then edit the rule to use it.

Rule with move to a specific folder moved messages to the wrong folder

Folder names in new Outlook may differ from classic Outlook. For example, a folder named “Invoices” in classic Outlook might be named “Invoices 2025” in new Outlook. After import, edit the rule and select the correct target folder from the folder picker.

Item	Classic Outlook Rules	New Outlook Rules
Storage location	Local .rwz file or server	Exchange Online server only
Export format	.rwz file	No native export, only import .rwz
Supported actions	All client and server actions	Server-side actions only
Script support	Yes, run a script action	Not supported
Custom alert support	Yes, display a specific message	Not supported
Automatic migration	N/A	Only for Microsoft 365 server-side rules

After migration, you can now manage your email rules directly in new Outlook. Try creating a new rule that forwards important messages to a team member. If you have complex automation needs that new Outlook cannot handle, explore Power Automate flows as an alternative to client-side scripts.