Here's a simple and secure way to back up Hotmail emails by exporting them to PST format with the help of SysTools Hotmail Backup software.
Important Points
Launch the software from the installed location or Go to Start » All Programs » SysTools Hotmail Backup.
You can use Demo version and can export 100 emails for free. But if you want to activate the full version of the software then, click on Activate tab and proceed with tool activation. Activation Steps
Once PST is selected as the output file format.
Proceed to the Workload Selection section and specify the data categories to be included in the export
You can specifically choose the data category to export, such as Emails
Document
Contact
Calendar
If needed, use the Date Filter to export data from a specific time period.
The “Delete Email, Contacts, etc.” feature lets you automatically remove selected mailbox items from the source account after backup to free up space and maintain data hygiene.
Enter your Hotmail or Outlook.com email address and select Sign in with Hotmail.
After you sign in, review the Grant User Consent instructions carefully to provide the necessary permissions.
When prompted, proceed by selecting Move to Permission Grant Page.
Microsoft will ask you to verify your identity. Choose a verification option and complete the process.
On the permission request screen, select Accept to authorize access to your Hotmail data.
Now, click on the "Validate" button.
Once validated, select Next to proceed.
Use the Browse Folder Path option to choose your preferred location for saving the exported emails.
In the dropdown menu, select the desired PST file size (default is 40 GB).
This value defines the maximum size for each PST file created.
Verify the permissions.
Once confirmed, click 'Next'.
Next, initiate data loading by selecting Fetch Workload Folders.
Once the folders are loaded, you’ll see a list of your Hotmail email folders. Select the email folders you want to back up by checking the boxes next to them.
By default, common email folders like Inbox, Sent Items, and Drafts are already selected.
Contact
Calendar
Document
Once you've selected your email folders, choose Start Backup in the top-right to begin.
After clicking the Start Backup button, the backup process will begin automatically. The tool displays a real-time dashboard where you can monitor the backup progress for Emails, Documents, Contacts, and Calendars, along with the status of completed and pending items.
If required, you can stop the backup process at any time by clicking the Stop Backup button available at the top-right corner of the dashboard. This helps pause the ongoing backup whenever needed.
If required, you can stop the backup process at any time by clicking the Stop Backup button available at the top-right corner of the dashboard. This helps pause the ongoing backup whenever needed.
Upon completing a successful backup, you can leverage the following options to manage your backup tasks more effectively:
Click the Download Report option to export the backup reports. The tool provides two report types: Backup Summary Report for an overview of the backup process and Detailed Report for complete backup activity information.
Click the Backup Summary Report option and choose the destination location on your system where you want to save the backup report data. Once selected, the tool will export the report to the specified location.
To download complete backup activity details, click the Detailed Report option from the Download Report menu.
After selecting the destination folder and file name for the report, click the Save button to download and store the backup report successfully on your system.
Navigate to the target destination location on your system and open the downloaded backup reports to review the backup summary and detailed backup activity information.
In the Workload Selection section, select the data category to enable email backup.
You can specifically select "Email" box
After selecting the mailbox, you can also configure a naming convention to save exported emails with an easily identifiable file name format.
Calendar
Contact
If needed, turn on the Date Filter to back up emails from a specific time period by choosing your preferred date range.
Enable the Delete Email option if you want to remove emails from the source after the download is completed.
Enter your Hotmail or Outlook.com email address and select Sign in with Hotmail.
After you sign in, review the Grant User Consent instructions carefully to provide the necessary permissions.
When prompted, proceed by selecting Move to Permission Grant Page.
Microsoft will ask you to verify your identity. Choose a verification option and complete the process.
On the permission request screen, select Accept to authorize access to your Hotmail data.
Now, click on the "Validate" button.
Once validated, select Next to proceed.
Click Validate to check the destination folder permissions before proceeding further.
After validation, confirm that the required permissions (Write Email, Write Calendar & Write Contact) are successfully granted, then proceed to the next step.
Click Fetch Workload Folders to load and display all available mailbox folders from your Yahoo account.
Once the folders are loaded, you’ll see a list of your Hotmail email folders. Select the email folders you want to back up by checking the boxes next to them.
By default, common email folders like Inbox, Sent Items, and Drafts are already selected.
Contact
Calendar
Once you've selected your email folders, choose Start Backup in the top-right to begin.
After clicking the Start Backup button, the backup process will begin automatically. The tool displays a real-time dashboard where you can monitor the backup progress for Emails, Contacts, and Calendars, along with the status of completed and pending items.
If required, you can stop the backup process at any time by clicking the Stop Backup button available at the top-right corner of the dashboard. This helps stop the ongoing backup whenever needed.
If required, you can stop the backup process at any time by clicking the Stop Backup button available at the top-right corner of the dashboard. This helps pause the ongoing backup whenever needed.
Upon completing a successful backup, you can leverage the following options to manage your backup tasks more effectively:
Click the Download Report option to export the backup reports. The tool provides two report types: Backup Summary Report for an overview of the backup process and Detailed Report for complete backup activity information.
Click the Backup Summary Report option and choose the destination location on your system where you want to save the backup report data. Once selected, the tool will export the report to the specified location.
Choose the destination location, set the file name if needed, and click Save to download the backup report in CSV format.
Open the selected destination folder to view the downloaded report file, where the backup summary is saved successfully in CSV format.
To download complete backup activity details, click the Detailed Report option from the Download Report menu.
After selecting the destination folder and file name for the report, click the Save button to download and store the backup report successfully on your system.
Navigate to the target destination location on your system and open the downloaded backup reports to review the backup summary and detailed backup activity information.
In the Workload Selection section, select the Email option to enable email backup.
If needed, turn on the Date Filter to back up emails from a specific time period by choosing your preferred date range.
Enable the Delete Email option if you want to remove emails from the source after the download is completed.
Enter your Hotmail or Outlook.com email address and select Sign in with Hotmail.
After you sign in, review the Grant User Consent instructions carefully to provide the necessary permissions.
When prompted, proceed by selecting Move to Permission Grant Page.
Microsoft will ask you to verify your identity. Choose a verification option and complete the process.
On the permission request screen, select Accept to authorize access to your Hotmail data.
Now, click on the "Validate" button.
Once validated, select Next to proceed.
Choose the backup destination by selecting a Backup Folder Path.
Click Validate to check the destination folder permissions before proceeding further.
After validation, confirm that the required permissions (Write Email) are successfully granted, then proceed to the next step.
Click Fetch Workload Folders to load and display all available mailbox folders from your Yahoo account.
Once the folders are loaded, you’ll see a list of your Hotmail email folders. Select the email folders you want to back up by checking the boxes next to them.
By default, common email folders like Inbox, Sent Items, and Drafts are already selected.
After clicking the Start Backup button, the backup process will begin automatically. The tool displays a real-time dashboard where you can monitor the backup progress for Emails, along with the status of completed and pending items.
If required, you can stop the backup process at any time by clicking the Stop Backup button available at the top-right corner of the dashboard. This helps pause the ongoing backup whenever needed.
If required, you can stop the backup process at any time by clicking the Stop Backup button available at the top-right corner of the dashboard. This helps pause the ongoing backup whenever needed.
Upon completing a successful backup, you can leverage the following options to manage your backup tasks more effectively:
Click the Download Report option to export the backup reports. The tool provides two report types: Backup Summary Report for an overview of the backup process and Detailed Report for complete backup activity information.
Click the Backup Summary Report option and choose the destination location on your system where you want to save the backup report data. Once selected, the tool will export the report to the specified location.
Choose the destination location, set the file name if needed, and click Save to download the backup report in CSV format.
Open the selected destination folder to view the downloaded report file, where the backup summary is saved successfully in CSV format.
To download complete backup activity details, click the Detailed Report option from the Download Report menu.
After selecting the destination folder and file name for the report, click the Save button to download and store the backup report successfully on your system.
Navigate to the target destination location on your system and open the downloaded backup reports to review the backup summary and detailed backup activity information.
In the Workload Selection section, select the data category to backup.
You can select data categories specifically, like Email
Click the Edit icon next to Naming Convention and select the required option from the drop-down list to set the file naming format.
Enable the Save Attachment to Disk and Include Internet Message Header options as required for the PDF export.
Contact
Calendar
If needed, turn on the Date Filter to back up emails from a specific time period by choosing your preferred date range.
Enable the Delete Email option if you want to remove emails from the source after the download is completed.
Enter your Hotmail or Outlook.com email address and select Sign in with Hotmail.
After you sign in, review the Grant User Consent instructions carefully to provide the necessary permissions.
When prompted, proceed by selecting Move to Permission Grant Page.
Microsoft will ask you to verify your identity. Choose a verification option and complete the process.
On the permission request screen, select Accept to authorize access to your Hotmail data.
Now, click on the "Validate" button.
Once validated, select Next to proceed.
Choose the backup destination by selecting a Backup Folder Path.
Choose the preferred PDF page layout (Portrait or Landscape), configure the page size and margins.
Select the desired PDF page size (A4, A3, or Letter) to ensure the exported emails are formatted according to your printing and viewing requirements.
Specify the margin value (between 2 mm and 10 mm) to control the spacing around the content in the exported PDF and improve document readability.
Click Validate to check the destination folder permissions before proceeding further.
After validation, confirm that the required permissions (Read File System and Write Email) are successfully granted, then proceed to the next step.
Click Fetch Workload Folders to load and display all available mailbox folders from your Yahoo account.
Once the folders are loaded, you’ll see a list of your Hotmail email folders. Select the email folders you want to back up by checking the boxes next to them.
By default, common email folders like Inbox, Sent Items, and Drafts are already selected.
Contact
Calendar
Once you've selected your email folders, choose Start Backup in the top-right to begin.
After clicking the Start Backup button, the backup process will begin automatically. The tool displays a real-time dashboard where you can monitor the backup progress for Emails, Contacts, and Calendars, along with the status of completed and pending items.
If required, you can stop the backup process at any time by clicking the Stop Backup button available at the top-right corner of the dashboard. This helps stop the ongoing backup whenever needed.
If required, you can stop the backup process at any time by clicking the Stop Backup button available at the top-right corner of the dashboard. This helps pause the ongoing backup whenever needed.
Upon completing a successful backup, you can leverage the following options to manage your backup tasks more effectively:
Click the Download Report option to export the backup reports. The tool provides two report types: Backup Summary Report for an overview of the backup process and Detailed Report for complete backup activity information.
Click the Backup Summary Report option and choose the destination location on your system where you want to save the backup report data. Once selected, the tool will export the report to the specified location.
Choose the destination location, set the file name if needed, and click Save to download the backup report in CSV format.
Open the selected destination folder to view the downloaded report file, where the backup summary is saved successfully in CSV format.
To download complete backup activity details, click the Detailed Report option from the Download Report menu.
After selecting the destination folder and file name for the report, click the Save button to download and store the backup report successfully on your system.
Navigate to the target destination location on your system and open the downloaded backup reports to review the backup summary and detailed backup activity information.
In the Workload Selection section, select the data category to backup.
You can choose Email option specifically.
Click the Edit icon next to Naming Convention and choose the required naming format from the drop-down list.
Select Contact
Choose the required vCard Version.
Enable Create Single vCard if you want to export all contacts into a single VCF file.
Select Calendar
Enable Create Single ICS to export calendar data into one ICS file and turn on Split ICS by Size to divide the ICS file into smaller files of the specified size.
Select Document
If needed, turn on the Date Filter to back up emails from a specific time period by choosing your preferred date range.
Enable the Delete Email option if you want to remove emails from the source after the download is completed.
Enter your Hotmail or Outlook.com email address and select Sign in with Hotmail.
After you sign in, review the Grant User Consent instructions carefully to provide the necessary permissions.
When prompted, proceed by selecting Move to Permission Grant Page.
Microsoft will ask you to verify your identity. Choose a verification option and complete the process.
On the permission request screen, select Accept to authorize access to your Hotmail data.
Now, click on the "Validate" button.
Once validated, select Next to proceed.
Choose the backup destination by selecting a Backup Folder Path.
Click Validate to check the destination folder permissions before proceeding further.
After validation, confirm that the required permissions (Write Email, Contact, Calendar & Document) are successfully granted, then proceed to the next step.
Next, initiate data loading by selecting Fetch Workload Folders.
Once the folders are loaded, you’ll see a list of your Hotmail email folders. Select the email folders you want to back up by checking the boxes next to them.
By default, common email folders like Inbox, Sent Items, and Drafts are already selected.
Contact
Calendar
Document
Once you've selected your email folders, choose Start Backup in the top-right to begin.
After clicking the Start Backup button, the backup process will begin automatically. The tool displays a real-time dashboard where you can monitor the backup progress for Emails, Documents, Contacts, and Calendars, along with the status of completed and pending items.
If required, you can stop the backup process at any time by clicking the Stop Backup button available at the top-right corner of the dashboard. This helps pause the ongoing backup whenever needed.
If required, you can stop the backup process at any time by clicking the Stop Backup button available at the top-right corner of the dashboard. This helps pause the ongoing backup whenever needed.
Upon completing a successful backup, you can leverage the following options to manage your backup tasks more effectively:
Click the Download Report option to export the backup reports. The tool provides two report types: Backup Summary Report for an overview of the backup process and Detailed Report for complete backup activity information.
Click the Backup Summary Report option and choose the destination location on your system where you want to save the backup report data. Once selected, the tool will export the report to the specified location.
To download complete backup activity details, click the Detailed Report option from the Download Report menu.
After selecting the destination folder and file name for the report, click the Save button to download and store the backup report successfully on your system.
Navigate to the target destination location on your system and open the downloaded backup reports to review the backup summary and detailed backup activity information.
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