Microsoft Outlook - How to Export and Reimport Rules

Summary

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.

 

Content:

  1. Create an inbox rule in new Outlook
  2. Edit an inbox rule in new Outlook 
  3. Delete an inbox rule in new Outlook
  4. Set the order for inbox Rules for new Outlook
  5. Run inbox rules on existing messages in new Outlook
  6. Disable/Enable rules in new Outlook 
  7. How to set rules in Classic

 

How to create an inbox rule in new Outlook:

  1. To quickly create a rule that moves all email from a specific sender or a set of senders to a folders, right-click a message in your message list that you want to create a rule, hover over Rules and then select Create Rule. 
  2. Choose the folder where you want all messages from that sender or set of senders to be moved, and then select OK. 
  3. After selecting OK, the rule be applied to all incoming messages. 

Note: Every rule needs at least three things: a name, a condition, and an action. Rules can also contain exceptions to conditions. You can add multiple conditions, actions, and exceptions at each step by choosing Add a condition, Add an action, and Add an exception. If you don't want any more rules to run after this one does, select the Stop processing more rules check box.

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Edit an inbox rule in new Outlook:

  1. At the top of the page, select Settings. 
  2. Select Mail -> Rules. 
  3. In the rule you want to edit, select the Pen symbol. 
  4. Press Save to save your edited role. 

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Delete an inbox rule in new Outlook:

  1. At the top of the page, select Settings. 
  2. Select Mail -> Rules.
  3. In the rule you want to delete, select 

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Set the order for inbox Rules for new Outlook:

  1. At the top of the page, select Settings. 
  2. Select Mail -> Rules. 
  3. Select a rule, and then use the Up arrow or Down arrow to change the order in which the rule is applied to incoming messages. 

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Run inbox rules on existing messages in new Outlook:

  1. At the top of the page, select Settings. 
  2. Select Mail - > Rules. 
  3. Select next to the rule you want to run. 

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Disable and enable rules in new Outlook for Windows: 

  1. At the top of the page, select Settings. 
  2. Select Mail -> Rules. 
  3. Use the toggle next to the rule name to disable or enable the rule. 

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How to set rules in Classic:

  • Click the File tab.
  • Click Manage Rules & Alerts.
  • Click Options.
  • Do one of the following:
    • Import rules   
      • 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 Open.
    • Export rules   
      • 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
      • Click Save.
  • Please note: This feature is only available for classic Outlook only. If you have the Send/Receive tab at the top of the windows, you're using classic Outlook.

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