How to export and import rules in outlook

You can import or export rules for Outlook messages so that others can use them. When you import rules to an Outlook account, they are added to the end of the existing list of rules. You can import only one set of rules at a time. When you export rules, they are saved in a file with an .rwz extension. This file type can only be opened and used within Outlook.

To learn more about using rules in Outlook, see Manage email messages by using rules.

Click the File tab.

Click Manage Rules & Alerts.

Do one of the following:

Click Import Rules.

Select the rules file that you want to import.

If you want to import a file that contains rules other than those in the Rules and Alerts Wizard, such as rules that are compatible with previous versions of Microsoft Outlook, click the file type in the Files of type list.

Click Export Rules.

Select the folder where you want to save the rules file, and then In the File name box, type a name for the set of rules that you want to export.

If you want to export a file that contains only rules that are compatible with a previous version of Microsoft Outlook, in the Save as type list, select one of the following:

Outlook 2002 Compatible Rules Wizard rules

Outlook 2000 Compatible Rules Wizard rules

Outlook 98 Compatible Rules Wizard rules

Tip: You can create a backup copy of your rules by using this procedure.

This article applies to Outlook for Windows clients only. Outlook for Mac does not have option to import/export rules.

Outlook rules can be imported/exported as .rwz files within different versions of Outlook.

In previous versions of Outlook rules were stored in default Outlook files location, but since Outlook 2010 they are stored inside your .ost file, so there will not be a separate .rwz file in this location.
To open the default folder for Outlook files, go to Start > Run and insert the path below for your operating system:

Windows Vista/ Windows 7/ Windows 8/ Windows 10:
%USERPROFILE%\AppData\Roaming\Microsoft\Outlook

To export the rules:
Outlook 2007: navigate to Tools > Rules And Alerts > Options. In the Options window, click Export Rules, and choose a file location.

Outlook 2010/2013: on the File tab on the Ribbon, navigate to Info > Manage Rules and Alerts > Options. In the Options window, click Export Rules, and choose a file location.

Outlook 2016/2019: navigate to Home > Rules > Manage Rules & Alerts > Options. In the Options window, click Export Rules and choose a file location.
By default Outlook 2016 uses this location: %USERPROFILE%\AppData\Local\Microsoft\Outlook

How to export and import rules in outlook

To import the rules:
Outlook 2007: navigate to Tools > Rules And Alerts > Options. In the Options window, click Import Rules, and choose a file location.

Outlook 2010/2013: on the File tab on the Ribbon, navigate to Info > Manage Rules and Alerts > Options. In the Options window, click Import Rules, and choose a file location.

Outlook 2016/2019: navigate to Home > Rules > Manage Rules & Alerts > Options. In the Options window, click Import Rules and choose a file location.
By default Outlook 2016/2019 uses this location: %USERPROFILE%\AppData\Local\Microsoft\Outlook

Always check all the imported rules to make sure they are still active. Sometimes they can appear deactivated (especially in the case of rules for moving or copying to a folder) because Outlook can’t be sure that the destination folder is the same as in your original rule.

How to export and import rules in outlook

If you’ve been using Outlook for any significant amount of time, you probably have a few rules set up to help you manage your tidal wave of email. If you have a new computer, or you’re reinstalling Windows, you don’t need to set them all up again–just export them.

A Rule in Outlook is a series of steps you set up automatically take specific actions on email messages as they are received. For example, you can automatically display a notification when you receive important emails, move similar emails into a specific folder, or flag a message for follow up at a specific time.

Thankfully, Outlook has a way to back up these rules. This is useful if you have to reinstall Windows, set up Outlook on a new computer, or share your rules with other people.

How to Export Your Outlook Rules

To begin, make sure the “Home” tab is active. In the “Move” section, click “Rules” and select “Manage Rules & Alerts” from the drop-down menu.

How to export and import rules in outlook

NOTE: You can also access the rules and alerts by clicking the “File” tab and then clicking the “Manage Rules & Alerts” button on the “Account Information” screen.

How to export and import rules in outlook

The “Rules and Alerts” dialog box displays. On the “E-mail Rules” tab, click “Options” on the toolbar above the list of rules you’ve created.

NOTE: All the rules listed here will be backed up, not just selected rules.

On the “Options” dialog box, click “Export Rules”.

How to export and import rules in outlook

The “Save Exported Rules as” dialog box displays. Navigate to the folder in which you want to save your rules backup file. Enter a name for your backup file in the “File name” edit box. The “Rules Wizard rules (*.rwz)” type is selected by default in the “Save as type” drop-down list and the .rwz extension is automatically added to the file. If you’re sharing your rules with other people using the same version of Outlook as you, click “Save”. If you’re sharing your rules file with someone using an older version of Outlook, you’ll need to select a different type of rules file before you save the file, as discussed below.

How to export and import rules in outlook

In addition to the rules file format for the current version of Outlook, the “Save as type” drop-down list provides three additional formats for the rules file, for people who are still using Outlook 2002, 2000, or 98. Select one of those options as needed, and then click “OK” to save the rules file.

NOTE: If you’re sharing your rules with multiple people using different older versions of Outlook, select the earliest version, because older rules files can always be opened in newer versions of Outlook.

How to export and import rules in outlook

Once you’ve exported your rules file, click “OK” on both the “Options” and “Rules and Alerts” dialog boxes to return to the main Mail screen (or the “Account Information” screen, depending on where you started).

Now you can back up the resulting .rwz file to any external or network drive or share it with other people.

How to export and import rules in outlook

How to Import Your Outlook Rules

Now, say you’ve set up your new computer, installed Office, imported the Outlook data file you backed up (rules are not saved in Outlook data files) from your old computer, and you’re ready to check email. Let’s import those rules you created and backed up, so Outlook can automatically take action on email as it comes in. Open the “Rules and Alerts” dialog box in one of the two ways we discussed earlier. Note that the list of rules is empty. To fix that and import your rules, click “Options”.

How to export and import rules in outlook

On the “Options” dialog box, click “Import Rules”.

How to export and import rules in outlook

The “Import Rules from” dialog box displays. Navigate to the folder in which you saved your rules backup file, select the .rwz file, and then click “Open”.

How to export and import rules in outlook

You’ll notice that the list of rules on the “Rules and Alerts” dialog box, behind the still-open “Options” dialog box, fills up with your custom rules. Click “OK” on the “Options” dialog box to close it and return to the “Rules and Alerts” dialog box.

How to export and import rules in outlook

If you checked email before importing your rules, you can run your rules now on the email you’ve already received. To do this, click “Run Rules Now” on the toolbar above the list of rules on the “Rules and Alerts” dialog box.

How to export and import rules in outlook

On the “Run Rules Now” dialog box, select the rules you want to run and click “Run Now”. Once the rules have run, click “Close” and then click “OK” on the “Rules and Alerts” dialog box to close it. Now, your rules will run automatically, checking the emails you receive and performing the actions you specified, all behind the scenes.

How to export and import rules in outlook

NOTE: Some rules may not work on other computers if there are specific folders, people, etc. used in the rules created on the original computer, but are not available on the other computers.

Export rules

Follow these steps to export your message rules to a file:

1. Do one of the following:

    On the File tab, in the Info view, click the Manage Rules & Alerts button:

2. In the Rules And Alerts dialog box, click the Options button:

How to export and import rules in outlook

3. In the Options dialog box, click Export Rules. :

How to export and import rules in outlook

4. In the Save Exported Rules as dialog box, then select a path for the file, and, if necessary, select a format in the Save as type drop-down list:

How to export and import rules in outlook

5. Click Save.

You can export your rules in any of four formats, depending on the version of Outlook used by the people with whom you want to share your rules. If you need to share with various users, export using the earliest version of Outlook. Later versions will be able to import the rules because they are forward-compatible.

Import rules

Follow these steps to import message rules from a file:

1. Open Rules And Alerts. dialog box.

2. In the Rules And Alerts dialog box, click the Options button.

3. Click Import Rules. , and then select a path for the file in the resulting Import Rules from dialog box (a standard file/save dialog box):

How to export and import rules in outlook

4. Click Open.

If you have any questions or suggestions, please feel free to ask OfficeToolTips team.

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How to import and exports rules in Outlook?

Let’s say you have created rules in one computer, and now you want to copy these rules into another computer, or you want to import some useful rules from your colleagues or friends. How to do it? This article will show you how to export rules from Microsoft Outlook as an independent .rwz file, and import .rwz files of rules into Microsoft Outlook in details.

  • Auto CC/BCC by rules when sending email; Auto Forward Multiple Emails by rules; Auto Reply without exchange server, and more automatic features.
  • BCC Warning – show message when you try to reply all if your mail address is in the BCC list; Remind When Missing Attachments , and more remind features.
  • Reply (All) With All Attachments in the mail conversation; Reply Many Emails at once; Auto Add Greeting when reply; Auto Add Date&Time into subject.
  • Attachment Tools : Auto Detach, Compress All, Rename All, Auto Save All. Quick Report , Count Selected Mails, Remove Duplicate Mails and Contacts.
  • More than 100 advanced features will solve most of your problems in Outlook 2010-2019 and 365. Full features 60-day free trial.

The following steps will walk you through importing and exporting the rules in Microsoft Outlook.

Step 1: Shift to the Mail view with clicking the Mail in the Navigation Pane.

Step 2: Open the Rules and Alerts dialog box:

  • In Outlook 2007, please click the Tools >Rules & Alerts.
  • In Outlook 2010 and 2013, please click the Rules >Manage Rules & Alerts in the Move group on the Home tab.

How to export and import rules in outlook

Step 3: Click the Options on the E-mail Rules tab. See the following screen shot:

How to export and import rules in outlook

Step 4: Now the Options dialog box comes out: Export Rules | Import Rules

How to export and import rules in outlook

Export rules from Microsoft Outlook

If you need to export rules from Microsoft Outlook, please click the Export Rules button in the Options dialog box.

And then in the Save Exported Rules as dialog box, open a folder to save the exported file firstly; secondly enter a name for the exported file in the File name: box, and at last click the Save button.

How to export and import rules in outlook

Import rules into Microsoft Outlook

If you want to import rules into Microsoft Outlook, please click the Import Rules button in the Options dialog box.
And then in the Import Rules from dialog box, firstly find out and select a .rwz file, and then click the Open button.

How to export and import rules in outlook

Step 5: Click the OK buttons in each dialog box.

Authored by: Candis Farmer

This article explains how to import or export a set of mailbox rules by using Outlook®.

Export a set of mailbox rules

Export a set of mailbox rules by using the following steps:

  1. Open Outlook.
  2. Click the File tab.
  3. Click Manage Rules & Alerts.
  4. Click Options.
  5. Click Export Rules.
  6. Select the folder where you want to save the rules file, and then name the file.
  7. Click Save.

If you want to export a file that contains only rules that are compatible with a previous version of Outlook, in the Save as type list, select one of the following:

Outlook 2002® Compatible Rules Wizard rules

Outlook 2000® Compatible Rules Wizard rules

Outlook 98® Compatible Rules Wizard rules

Import a set of mailbox rules

Import a set of mailbox rules by using the following steps:

  1. Open Outlook.
  2. Click the File tab.
  3. Click Manage Rules & Alerts.
  4. Click Options.
  5. Click Import Rules.
  6. Select the rules file that you want to import.
  7. If you are importing a file that contains rules other than those in the Rules and Alerts Wizard, such as rules that are compatible with previous versions of Outlook, click the applicable file type in the file type list.
  8. Click Open.

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Replies (3) 

Sorry, no, you can’t import and export rules. You would need to use VBA to create an XML file of the rules and to add them to the other account.

Once the rules are created, you can run them manually on any folder.

PST files are only accessible on the system they are on. Storing them on a network drive is not supported and can corrupt the pst files.

Diane Poremsky [Outlook MVP]
Outlook Resources: https://www.slipstick.com
https://www.outlook-tips.net

** I don’t work for Microsoft.**
** DO NOT CALL phone numbers received in email notifications.**

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Yeah. there is the Export command in Rules and Alerts. It will export them to a rwz file (or Import) but if you are using the rules with a different account, you’ll need to fix the rules to point to the folders – and yes, you will need to create the folders in your pst.

If you have a copy of the other person’s pst file (and delete all his mail, leaving just the folders), you could use this to speed up folder creation if there are a lot of folders. (To quickly delete his mail, use a search folder for all mail older than today, select all and shift + delete.)

Diane Poremsky [Outlook MVP]
Outlook Resources: https://www.slipstick.com
https://www.outlook-tips.net

** I don’t work for Microsoft.**
** DO NOT CALL phone numbers received in email notifications.**

September 7, 2019 By Sukanya K M

Microsoft Outlook is a popular email client which is used by millions of Windows users. It comes as built-in feature along with other Microsoft Office tools like Word and Powerpoint. Apart from being just an email application,it has various other powerful features, like keeping you connected across various devices with organizational tools in the form of calendar, task manager, contact managers and journals.One of the most unheard and appealing feature of Outlook is that you can set rules in them. This works just like the Gmail’s filter whereby you can filter mails you receive depending on the sender. In this article I will navigate through the steps you need to follow while dealing with the rules in Outlook.

Rules in Outlook help reduce manually filing and taking actions when similar messages arrive.They can run automatically and it is in the Rules Wizard where you will be able manage them.

Rules can be of any type, like the ones specified below

  • Suppose that you have specified a rule for a message that arrives from a specific user.It will automatically be moved to the designated folder.
  • You can specify rules to move certain messages to a folder if a specified word appears in its Subject.
  • They can be used to flag messages from someone for the follow up purposes.
  • You can even specify rules for moving RSS items from RSS feeds to some designated folder.

STEPS TO EXPORT/IMPORT RULES IN MICROSOFT OUTLOOK

STEP 1

Open up Outlook 2016 directly from the search bar included in the bottom left of your desktop. Sign in with your outlook account and password.

How to export and import rules in outlook

STEP 2

Once the Outlook gets opened up, click on the Files tab on that appears to the top right. You will find a new window popping up. Toward the right pane, you will find as a third option, Manage Rules and Alerts. Click on it. Here is where you start setting up new rules.

How to export and import rules in outlook

STEP 3

Now you will find a window named Rules and alerts emerging out. Find under Email Rules, the Options menu towards the extreme right. Click on it.This lets you have variety of options by which you can set and control rules on the emails you send and receive.

How to export and import rules in outlook

STEP 4

For exporting rules, choose in the Options window the option Export rules. Once you click on that, you can export the rules already specified to a designated folder.

How to export and import rules in outlook

STEP 5

In order to import new rules to Outlook from a folder which contains them, you can choose the option Import rules.

STEP 6

The folders from which you have to import, or to which you have to export the rules can be specified by choosing the corresponding file name.

Note that while exporting rules file, it should have the extension .rwz that stands for Rules Wizard Rules.

How to export and import rules in outlook

Once all these actions are completed, you will find that Outlook performs its actions in a manner in which you expected it to be.

Microsoft Outlook is a popular email client that is being used by millions of Windows users. Those, who use the Microsoft Office package, often use Outlook as well. People use Outlook because of email support and ease of use. You can use almost all types of IMAP enabled account through Outlook 2019/16/2013 . At the same time, Outlook comes with some awesome features. For example, you can set different rules. This is almost the same as Gmail’s filter.

You can utilize rules to do various tasks faster and automatically. Suppose, you want to see all emails from a particular person in a different folder or directory. At such a moment, you can set up a rule which will be used by Outlook to move that email to that predefined folder. Or, suppose, you wish to move messages with specific words in the subject to a folder, or move email sent to a public group to a folder or flag messages from someone for follow-up or move RSS items from a specific RSS feed to a folder or do anything like. There is only one solution. That is – Rules in Microsoft Outlook.

Let’s assume that you have set up some rules. Now, you want to change the PC or just want to reinstall your Windows. Following that, if you install Outlook, you will not get those rules because Outlook saves rules locally. To solve this problem, here is a solution. You can easily export or import rules in Outlook. So, if you are using Outlook 2016 or 2013, you can follow these steps to export or import rules in Outlook.

Export or Import Rules in Outlook

Both of the things can be done without any third-party software. Outlook has the option by default.

Export Rules: To export rules from Outlook, at first, open Outlook and click on Files. Here you will get an option called Manage Rules & Alerts. Alternatively, you can also click on Rules folder in Home tab and select Manager Rules & Alerts.

Here you will get a button called Options. Just click on that.

On the following screen, you can find two options i.e. Export and Import.

Click on Export to collect existing rules. Now select a location to save the exported file. You can transfer that file to anywhere in order to import that later.

Import Rules: This is also an easy task. At first, go to Manager Rules & Alert section and click on Options. On the next screen, choose Import. Now, you will have to select the exported file.

That’s it! You are done!

Hope this little tutorial will help you a lot.