The automatic rules you’ve set up in Outlook can be saved and transferred to another computer or profile. Knowing how to export rules from Outlook is essential if you’re switching devices or just want a backup of your email organization system. This guide walks you through the entire process step by step, so you never have to recreate your rules from scratch.
Outlook rules help you automatically sort, flag, and move emails. They save you hours every month. But when you upgrade your PC or reinstall Windows, those rules can vanish unless you export them first.
We’ll cover the exact steps for Outlook 2016, 2019, 2021, and Microsoft 365. You’ll also learn how to import them on another machine. Let’s get started.
What Are Outlook Rules And Why Export Them
Outlook rules are automated instructions that process incoming and outgoing messages. For example, you can move all emails from your boss to a specific folder, or forward newsletters to a separate account.
These rules live inside your Outlook profile, not in your email server. That means they don’t sync automatically when you log into a new computer. Exporting them is the only reliable way to move them.
Without a backup, you’d have to manually recreate each rule. If you have dozens of complex rules, that’s a huge waste of time. Exporting takes less than five minutes and gives you peace of mind.
How To Export Rules From Outlook
This section covers the main method for exporting rules. The process is almost identical across all recent Outlook versions.
Step 1: Open The Rules Manager
- Open Outlook on your computer.
- Click the File tab in the top-left corner.
- Select Manage Rules & Alerts from the dropdown menu.
- A new window titled “Rules and Alerts” will appear.
If you’re using Outlook for Mac, the steps are slightly different. We’ll cover that later.
Step 2: Choose The Export Option
- In the Rules and Alerts window, click the Options button at the top.
- A small dialog box will pop up with several choices.
- Click Export Rules.
This will open a standard file save dialog. Outlook will suggest a file name like “rules.xml” or “backup.rwz” depending on your version.
Step 3: Save The Rules File
- Choose a location you’ll remember, like your Desktop or Documents folder.
- Give the file a descriptive name, for example “OutlookRules_Backup_2025.xml”.
- Click Save.
That’s it. Your rules are now saved as a single file. The file extension is usually .rwz for older Outlook versions or .xml for newer ones. Both work fine for import later.
One thing to note: Outlook exports all rules at once. There’s no option to select individual rules. If you only want to move some, you’ll need to delete the unwanted ones after importing on the new machine.
How To Export Rules From Outlook For Different Versions
The basic steps above work for most modern Outlook versions. But there are small differences depending on what you’re using.
Outlook 2016 And 2019
These versions use the exact same interface. Follow the steps above without any changes. The exported file will have a .rwz extension.
Outlook 2021 And Microsoft 365
These newer versions also follow the same process. However, the exported file might be saved as an .xml file. Don’t worry, it still works the same way.
One small difference: In Microsoft 365, the “Manage Rules & Alerts” option might be under the “Info” tab after clicking File. Look for it in the center panel.
Outlook For Mac
Mac users have a slightly different path. Here’s how to export rules on Outlook for Mac:
- Open Outlook and go to the Tools menu.
- Select Rules from the dropdown.
- In the Rules window, click the gear icon or Settings button.
- Choose Export Rules.
- Save the file to your preferred location.
Mac exports usually create a .plist file. This format is not compatible with Windows Outlook. If you’re moving from Mac to Windows, you’ll need to recreate the rules manually.
Outlook On The Web (OWA)
Unfortunately, you cannot export rules from Outlook on the web. The web version doesn’t include this feature. You’ll need to use the desktop app for exporting.
If you only use OWA, consider switching to the desktop version temporarily just to export your rules. Or you can manually note down each rule’s settings.
Where Are Outlook Rules Stored Locally
Understanding where rules live helps if you ever need to recover them manually. Outlook stores rules in your mailbox on the Exchange server or in a local file for POP/IMAP accounts.
For Exchange accounts, rules are synced with the server. But they still need to be exported for transfer to another profile. For POP3 and IMAP accounts, rules are stored in a file called Outlook.RWZ or Outlook.xml in your user profile folder.
The typical path is:
- Windows 10/11:
C:\Users\[YourUsername]\AppData\Roaming\Microsoft\Outlook - Mac:
~/Library/Group Containers/UBF8T346G9.Office/Outlook/Outlook 15 Profiles/Main Profile
You can copy this file directly as a backup. But using the export feature is safer because it creates a clean, portable copy.
How To Import Exported Rules Into Outlook
Exporting is only half the story. You also need to know how to import those rules on another computer or after reinstalling Outlook.
Step 1: Open Rules Manager On The Target Computer
- On the new computer, open Outlook.
- Go to File > Manage Rules & Alerts.
- Click Options.
Step 2: Choose Import Rules
- In the Options dialog, click Import Rules.
- Browse to the location of your exported file.
- Select the file and click Open.
Outlook will load all rules from the file. You’ll see them appear in the rules list. They may be disabled by default, so check the box next to each rule to enable it.
Step 3: Apply And Test
- Click OK to close the Rules and Alerts window.
- Send yourself a test email that matches one of your rules.
- Verify that the rule runs correctly.
If a rule doesn’t work, it might be because the target folder or account doesn’t exist on the new computer. You’ll need to update the rule’s settings manually.
Common Issues When Exporting Or Importing Rules
Even with a simple process, things can go wrong. Here are the most common problems and how to fix them.
Rules Not Importing Correctly
Sometimes rules import but appear grayed out or disabled. This usually happens when the rule references a folder that doesn’t exist on the new computer.
Solution: Create the missing folders first, then re-import. Or edit each rule after import to point to the correct folders.
File Format Incompatibility
If you export from a newer Outlook version and try to import into an older one, you might get an error. The .xml format from Outlook 2021 may not open in Outlook 2016.
Solution: Use the same Outlook version on both computers if possible. Or upgrade the older version to match.
Rules Not Running After Import
Even when rules are imported, they may not run automatically. Check that the rules are enabled and that Outlook is set to run them.
Solution: Go to Rules Manager and ensure each rule has a checkmark. Also, make sure Outlook is not in offline mode, which disables rules.
Export Option Is Grayed Out
In some corporate environments, the export option may be disabled by IT policy. This is a security measure to prevent data leakage.
Solution: Contact your IT department. They may be able to export rules for you or provide an alternative method.
Alternative Methods To Backup Outlook Rules
If the standard export method doesn’t work for you, there are other ways to preserve your rules.
Copy The Rules File Manually
As mentioned earlier, you can copy the Outlook.RWZ or Outlook.xml file from the AppData folder. This is a direct backup of your rules.
Steps:
- Close Outlook completely.
- Navigate to the AppData folder as shown above.
- Copy the rules file to a USB drive or cloud storage.
- On the new computer, paste the file into the same location.
This method works best when you’re moving to the same Outlook version on the same operating system.
Use Third-Party Tools
Several third-party utilities can backup and restore Outlook rules. Tools like “Outlook Rules Backup” or “Kernel for Outlook” offer more features than the built-in exporter.
These tools are useful if you have hundreds of rules or need to migrate between different Outlook versions. However, they often come with a cost.
Recreate Rules Manually
If all else fails, you can manually recreate your rules. This is time-consuming but reliable. Take screenshots of each rule’s settings before you lose access to the old computer.
To make this easier, use the “Run Rules Now” feature to test each rule after recreating it.
Best Practices For Managing Outlook Rules
To avoid losing your rules in the future, follow these simple habits.
Export Regularly
Set a reminder to export your rules every month. This ensures you always have a recent backup. Store the file in a safe place like OneDrive or Google Drive.
Keep Rules Simple
Complex rules with many conditions are more likely to break after import. Try to keep each rule focused on one action. If you need multiple actions, create separate rules.
Document Your Rules
Maintain a simple text file or spreadsheet listing each rule’s name, conditions, and actions. This helps you recreate them quickly if the export file gets corrupted.
Test After Import
Always test your rules after importing them on a new computer. Send a few test emails and verify the actions are working. Fix any issues immediately.
Frequently Asked Questions
Can I Export Rules From Outlook To Another Email Client?
No, the export file is only readable by Outlook. Other email clients like Thunderbird or Gmail use different rule formats. You’d need to recreate the rules manually in the new client.
How Do I Export Rules From Outlook 365 To A New Computer?
Follow the same steps: File > Manage Rules & Alerts > Options > Export Rules. Save the file, then import it on the new computer using the Import Rules option.
Does Exporting Rules Also Export My Email Folders?
No, exporting rules only saves the rule definitions. Your email folders, messages, and other settings are not included. You need to backup your PST or OST file for those.
Why Are My Imported Rules Not Working?
This usually happens because the rule references a folder or email account that doesn’t exist on the new computer. Check each rule’s conditions and update them to match your current setup.
Can I Export Rules From Outlook On A Mac To Windows?
Yes, but the file format may not be compatible. Mac exports create a .plist file, while Windows uses .rwz or .xml. You may need to use a third-party converter or recreate the rules manually.
Final Tips For A Smooth Export
Before you start the export process, close any other programs that might interfere with Outlook. Also, make sure your Outlook is up to date. Older versions may have bugs in the rules export feature.
If you’re exporting from a work computer, check with your IT department first. Some organizations have policies that restrict exporting rules for security reasons.
Remember that the exported file contains all your rules, including any that are currently disabled. If you only want active rules, disable the ones you don’t need before exporting.
One more thing: always keep a copy of the exported file on a separate drive or cloud service. Hard drives fail, and USB sticks get lost. A backup in two places is safer than one.
Now you know how to export rules from Outlook like a pro. It’s a simple process that saves you from hours of tedious work. Do it today, and you’ll thank yourself later when you switch computers or reinstall Windows.
If you run into any issues, refer back to the troubleshooting section above. Most problems have easy fixes. And if all else fails, the manual copy method is a reliable fallback.
Take five minutes now to export your rules. Your future self will appriciate it.