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Backing up Outlook Rules

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This article describes how to import or export a set of mailbox rules by using Outlook®. It is important that you have a rules file (which is included with it. RWZ). This file is created by performing an export operation from Outlook rules and alerts. Manage rules. Options. Export (presumably from another computer or the same computer, but from an earlier time). Once you know you have access to it, you can import it. This article applies only to Outlook for Windows clients. Outlook for Mac does not have the ability to import/export rules. Related article: How to Save Space in Outlook Rules Outlook rules can be imported/exported as RWZ files in different versions of Outlook. To export a file that contains only rules that are compatible with an earlier version of Microsoft Outlook, select one of the following options from the Save as type list: These broken rules must be found, repaired, and enabled for the rules to work. Alternatively, you can simply delete them.

Importing rulesIn earlier versions of Outlook, rules were stored in the default location of Outlook files, but since Outlook 2010, they have been saved in your .ost file, so there is no separate .rwz file in that location. Export a set of mailbox rules by following these steps: This section refers to using the Power Rule Manager add-in that backs up your rules in Xml format in Outlook. You can then transfer this XML file to another computer where the rules can be restored (provided that the add-in is also on that computer). Tip: You can use this procedure to back up your rules. When you return to Power Rule Manager, you have a number of « unknown » folders in your rules, and these rules are not enabled. You can use the add-in`s bulk override feature to then edit all instances of unknown with a valid folder selection. You can then save all your rules intact, so you can`t edit each rule individually: you can export your rules in one of four formats, depending on the version of Outlook used by the people you want to share your rules with. If you need to share content with different users, export it using the oldest version of Outlook. Later versions can import the rules because they are compatible with the transfer. Usually, you won`t receive any error messages at this time, and your rules will be created as soon as you click OK and then click Apply.

In this case, you`re done. Note that with our Power Rule Manager, you can bulk edit rules by replacing all « specified » folders with a valid folder selection (or deleting them all at once if you prefer) with just a few clicks. Importing your rules into Microsoft® Outlook® is useful if you are migrating from another computer or creating a new Outlook profile. We will show you how to import Outlook rules. You should also know that there could be other problems with the rules. For example, address lists that were on the old computer are also not transferred by Outlook, so any rules related to them are also placed in an error state. Unlike folders, the Power Rules Manager add-in also doesn`t automatically correct address lists, but you can easily find and edit all of these rules. Follow these steps to export your message rules to a file: The above process can be easily canceled. Locate the Options window and the Import Rules button appears. Navigate to and from the file you previously exported.

Note that in some cases, if your account folders and other settings have decreased significantly, you may need to do some cleanup work to correct the wrong rules. However, sometimes you get an error message like « Some of your rules haven`t set all the options. When you save your rules, these rules are disabled with missing options. Do you want to save your period? This problem most often occurs when you import rules that were exported from another computer (or possibly from another Outlook profile). Errors are usually folders that do not exist in your new Outlook folders because Outlook does not create the folder structure on your behalf (unlike Power Rule Manager, which creates the folder structure when you use the Backup/Restore feature). To import a file that contains rules other than those contained in the Rules and Warning Wizard, such as rules that are compatible with earlier versions of Microsoft Outlook, in the Save as type list, click the file type. Select the folder where you want to save the rules file, and then in the File name box, type a name for the rule set that you want to export. Let`s consider another scenario. Suppose you have only one RWZ file, but also the Power Rules Manager. You import your rules using the instructions at the beginning of the article, but instead of asking « Some of your rules have not set all the options.

When you save your rules, these rules are disabled with missing options. Do you want to save your period? « , you say yes. For more information about using rules in Outlook, see Manage email messages by using rules. Exporting your Outlook rules is an important step in migrating to Office 365 for email. This is because unlike other aspects of your Outlook setup, such as email, contacts, and calendar appointments, rules are not inherently handled by migration tools. If you don`t make significant changes to your Office configuration, this step may not be necessary. However, if it becomes necessary to uninstall your current version of Office to install the Office 365 version, or if you need a new email profile, make sure you can migrate with minimal disruption by backing up your rules. You can import or export rules for Outlook messages that others can use.

When you import rules into an Outlook account, they are added to the end of the existing rule set. You can import only one set of rules at a time. When you export rules, they are saved in a file with the extension .rwz. This type of file can only be opened and used in Outlook. Always check all imported rules to make sure they are still active. Sometimes they may appear disabled (especially with move or copy to a folder rules) because Outlook cannot be sure that the destination folder matches the original rule. Tip: An XML file is text only and can be edited like any other file if you are careful. You can use this knowledge to make drastic changes to the XML rules file before restoring it, and you`re not afraid because you can simply restore your rules again by using replace instead of adding. Visit our Cloud Services page to learn more, contact us to get started, or use the chat icon in the corner to start a conversation. If you have any questions, please do not hesitate to contact us.

Here`s a picture of what a faulty rule looks like after importing: Open the taskbar pins file on your H drive and use the desktop screenshot as a reference to recreate the taskbar pins. See also this tip in English: Exporting and Importing Rules. Windows Vista / Windows 7 / Windows 8/ Windows 10: %USERPROFILE%AppDataRoamingMicrosoftOutlook Copy your desktop shortcuts/files to this folder:. Navigate to the Outlook Signature Backup folder in your H drive. Select all shortcuts/files in the folder and drag them to your desktop. Discuss this topic in detail on Sperry Software`s Google Plus page. 2. In the Rules and Warnings dialog box, click the Options button: 4.

In the Save Exported Rules As dialog box, select a path for the file and, if necessary, a format from the Save as type: drop-down list. Create a Desktop Shortcuts Backup folder on your H drive. Paste ALL the files in your H Signatures drive folder into the folder that appears. In Outlook, navigate to File -> Manage Rules and Alerts -Options > -rules > -, > navigate to your H Rules folder and Save Drive. Copy ALL the files from the folder that appears in your H-Signatures drive folder. Note the generic folder reference. It is this value that must be defined. When all programs are closed, take a screenshot of your desktop (PrintScrn button), paste the screenshot into Paint, and save the file to drive H as « Taskbar Pins ».

This Knowledge Base article is based on the information in this Microsoft Office 365 support article. This concludes our commercial interlude. Please enjoy this article with our compliments! In Outlook, go to File -> Options -> Mail, then Ctrl + Left click on « Signatures… » 3. In the Options dialog box, click Export Rules…:. Most Office 365 customers don`t know they`re eligible for better support than Microsoft. If you purchase licenses from Microsoft or elsewhere, you can easily make us your cloud solution provider and you will be automatically signed up for Support Plus. To open the default folder for Outlook files, navigate to Start > Run and paste the following path for your operating system: 3. Click Import Rules…, then select a path for the file in the Import Rules dialog box that appears (Default File/Save dialog box): It`s easy to switch today. The transition is invisible to end users.

In addition, there is no increase in the cost of licenses, you can even save money. How you do this depends on the version of Outlook you are currently using.