Complete Guide to Exporting and Importing Outlook Rules
This article explains how to export and import Outlook rules.
Exporting and Importing Outlook's Built-in Rules
Exporting and Importing Advanced Rules with Kutools for Outlook
Why Export and Import Rules?
Exporting and importing Outlook rules can be incredibly useful in several scenarios:
Backup and Restore Rules:
- Exporting rules acts as a backup, protecting your email management setup from accidental loss or corruption.
- If rules are accidentally deleted or Outlook crashes, you can quickly restore them by importing the saved file.
Share Rules Across Devices or Users:
- If you use Outlook on multiple devices or want to share your rules with colleagues, exporting and importing rules makes it easy to replicate your setup.
Migrate Rules to a New Computer or Outlook Version:
- When upgrading to a new computer or a newer version of Outlook, exporting rules ensures a smooth transition without losing your custom email workflows.
Exporting and Importing Outlook's Built-in Rules
Outlook provides a built-in feature to export and import rules, but it has some limitations. Here’s how to do it:
Steps to Export Rules:
Step 1. Open Outlook and go to File > Manage Rules & Alerts.
Step 2. In the Rules & Alerts window, click Options.
Step 3. In the Options window, click Export Rules.
Step 4. Choose a location to save the .rwz file, name it, and then click Save.
Now the rules are exported.
Steps to Import Rules:
Step 1. Open Outlook and go to File > Manage Rules & Alerts.
Step 2. In the Rules & Alerts window, click Options.
Step 3. In the Options window, click Import Rules.
Step 4. Select the .rwz file you previously exported and click Open. Then click OK to close the Options window.
Now, the rules have been imported.
Important Notes
- Exported rules do not include server-side rules (such as Exchange rules).
- The web version and the new Outlook do not support rule export and import.
Exporting and Importing Advanced Rules with Kutools for Outlook
For more advanced rule management, Kutools for Outlook offers enhanced features that go beyond Outlook’s built-in capabilities.
What Are Advanced Rules in Kutools for Outlook?
Kutools for Outlook provides a more intuitive and powerful way to manage rules. Key advantages include:
- Account-Specific Rules: Choose to apply rules to a specific account or all accounts.
- Clear and Convenient Setup: The rule creation process is more streamlined and user-friendly.
Click for more details about the usage of Advanced Rules.
Steps to Export Rules:
Step 1. Install Kutools for Outlook and open Outlook.
Step 2. Click Kutools > Advanced Rules to open the Advanced Rules feature.
Step 3. Click Export. Then select a location to save the rules.
Note: A dialog pops up for opening the folder, click OK to open the folder containing rules, click Cancel to close the dialog.
Now the rules have been saved and exported.
Steps to Import Rules:
Step 1. Click Kutools > Advanced Rules to open the Advanced Rules feature.
Step 2. Click Import. Then open the rules you exported previously from the location.
Note: A dialog pops up to inform you that all current rules will be removed if you import the rules file when you click Import.
Now the rules have been imported.
Whether you’re backing up your rules, sharing them with others, or migrating to a new system, exporting and importing Outlook rules is a straightforward process. While Outlook’s built-in feature works for basic needs, Kutools for Outlook offers advanced functionality for more complex rule management.
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