An RWZ file backs up an Outlook rule set, not messages or the whole mailbox. For an existing Outlook 2010 installation, keep readable documentation as well as the export. Current Microsoft guidance describes RWZ import and export for classic Outlook; new Outlook and web interfaces are not equivalent destinations.
Document before exporting
In Outlook 2010, open rule and alert management under File. Check the selected account or mailbox. Record each rule’s name, enabled state, order, conditions, exceptions and actions. Pay particular attention to destination folders, account references and “stop processing more rules”. A folder with the same name in a new profile does not prove the mapping is correct.
Export the rule set
- In Rules and Alerts, select Options and Export Rules.
- Save as RWZ with a new dated name in a protected backup folder. Do not overwrite an earlier backup.
- Check the file exists and record the source and Outlook version alongside it. A file alone does not prove successful reimport.
Microsoft also offers compatibility formats for older Outlook versions. Do not select these pre-emptively: establish the actual destination first. Retain the normal export and documentation independently of later adjustments.
Import does not mean replace
Microsoft explains that imported rules are added to the end of the existing list. Back up the destination profile’s current rules before importing. Repeated imports can add extra or duplicate rules. For the first check, use a separate test profile or mailbox with backed-up test messages and no automatic production mail flow.
In classic Outlook at the destination, use File, Manage Rules & Alerts, Options, Import Rules. Check the enabled state of every rule before use. Do not assume import automatically disables everything. Do not run the entire unverified set against existing production messages.
Check dependencies and effects
Compare order, exceptions, folders and accounts with the documentation. Examine forwarding, deletion, printing or reply actions especially carefully; do not test them with real recipients. A rule with local actions may need classic Outlook. Microsoft explicitly states that new Outlook does not support client-side rules.
Use suitable test messages to check both a matching and a non-matching case. Enable only verified rules in the intended destination. Document unsupported actions and retain a way back to the backed-up state. An RWZ export replaces neither a data backup nor validation of the destination version.