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 you've selected Hotmail as the source and File System (EML) as the backup format, choose the data category to back up e.g., Email
Contacts
Calendar
Document
Provide your Hotmail/Outlook.com email address, then click 'Sign in with Hotmail'.
Once prompted, select 'Move to Permission Grant Page' to proceed.
Enter your Hotmail or Outlook.com password in the "Enter password" field.
After signing in, Microsoft will prompt you to verify your identity. Choose one of the available verification options:
Complete the verification to proceed with the permission validation.
To complete the verification, open your Microsoft Authenticator app or Outlook. There, you will find a verification code. Enter that code in the 'Enter code' field as shown in the screenshot below.
To allow our tool to access your Hotmail data, please click ‘Accept’.
Now validate the permission and click ‘Next’ to continue.
The dropdown under "Naming Convention" lets you choose from several filename patterns. Examples include:
After validation, click ‘Next’ to proceed.
Next, initiate data loading by selecting ‘Fetch Workload Folders’.
Once the folders have been successfully fetched, you will see a confirmation message like the one shown below. Click ‘OK’ to continue.
Afterward, you will see a list of all your available Hotmail folders categorized under Email
Select the folders you want to include in the backup by checking the corresponding boxes. By default, all email folders such as Inbox, Sent Items, Drafts, etc., are selected.
Contact
Calendar
Document
Once you’ve made your selection, click the “Start Backup” button in the top-right corner to proceed.
For Incremental backup, make sure the backup machine should be same.
Press the Start button again to initiate the backup. The software will begin processing the selected folders and transfer the data to the specified destination.
Click "OK"
Once the backup process begins, the software provides real-time progress updates for each data category. If necessary, you can halt the operation at any point by selecting the "Stop Backup" option.
Upon successful completion of the backup process, the tool presents a detailed results summary, as illustrated in the image below.
Go to the backup destination and confirm that all files have been accurately copied. Check file counts, sizes, and open sample files to ensure data integrity.
To verify the backup, select the Download Report option. You will be presented with two types of reports:
1. Backup Summary Report – Provides an overview of the backup status, including the number of items processed and any errors encountered.
Select the Backup Summary Report option, then choose the destination folder to save the report in CSV format.
Once the destination folder is selected, the Backup Summary Report is generated and displayed, as shown in the screenshot below.
2. Detailed Report – Offers a comprehensive log of each item backed up, along with timestamps and status indicators.
After selecting the Detailed Report option, press the Download button to save the report as a ZIP file.
Choose the appropriate folder on your device to save the Detailed Report ZIP file.
The saved Detailed Report ZIP file will appear in the selected location, as illustrated in the screenshot below.
Upon completing a successful backup, you can leverage the following options to manage your backup tasks more effectively:
These options provide flexibility to maintain and optimize your backup strategy.
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
Enter your Hotmail or Outlook.com email address and select Sign in with Hotmail.
When prompted, proceed by selecting Move to Permission Grant Page.
Input your Hotmail or Outlook.com password in the Enter password field.
Microsoft will ask you to verify your identity. Choose a verification option and complete the process.
Open your Microsoft Authenticator app or Outlook to retrieve the verification code, then enter it in the Enter code field.
On the permission request screen, select Accept to authorize access to your Hotmail data.
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, and 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.
For incremental backups, ensure the same system is used as in the previous backup.
Select Start again to initiate the process. The tool will begin backing up the selected email folders to your specified location.
When prompted, confirm the action by selecting OK.
During the backup, real-time status updates are displayed for each selected email category. If required, you can cancel the operation at any stage using the Stop Backup button.
Upon successful completion of the backup process, the tool presents a detailed results summary, as illustrated in the image below.
Go to the backup destination and confirm that all files have been accurately copied. Check file counts, sizes, and open sample files to ensure data integrity.
To verify the backup, select the Download Report option. You will be presented with two types of reports:
1. Backup Summary Report – Provides an overview of the backup status, including the number of items processed and any errors encountered.
Select the Backup Summary Report option, then choose the destination folder to save the report in CSV format.
Once the destination folder is selected, the Backup Summary Report is generated and displayed, as shown in the screenshot below.
2. Detailed Report – Offers a comprehensive log of each item backed up, along with timestamps and status indicators.
After selecting the Detailed Report option, press the Download button to save the report as a ZIP file.
The saved Detailed Report ZIP file will appear in the selected location, as illustrated in the screenshot below.
Upon completing a successful backup, you can leverage the following options to manage your backup tasks more effectively:
These options provide flexibility to maintain and optimize your backup strategy.
Once MBOX is selected as the output format, proceed to the Workload Selection section and select the Email option for export.
Enter your Hotmail or Outlook.com email address and select Sign in with Hotmail.
When prompted, proceed by selecting Move to Permission Grant Page.
Input your Hotmail or Outlook.com password in the Enter password field.
Microsoft will ask you to verify your identity. Choose a verification option and complete the process.
Open your Microsoft Authenticator app or Outlook to retrieve the verification code, then enter it in the Enter code field.
On the permission request screen, select Accept to authorize access to your Hotmail data.
Once validated select Next to proceed.
Use the Browse Folder Path option to choose your preferred location for saving the exported emails.
Verify the permissions, and once confirmed, click 'Next'.
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.
Once you've selected your email folders, choose Start Backup in the top-right to begin.
Select Start again to initiate the process. The tool will begin backing up the selected email folders to your specified location.
When prompted, confirm the action by selecting OK.
During the backup, real-time status updates are displayed for each selected email category. If required, you can cancel the operation at any stage using the Stop Backup button.
Upon successful completion of the backup process, the tool presents a detailed results summary, as illustrated in the image below.
Go to the backup destination and confirm that all files have been accurately copied. Check file counts, sizes, and open sample files to ensure data integrity.
To verify the backup, select the Download Report option. You will be presented with two types of reports:
1. Backup Summary Report – Provides an overview of the backup status, including the number of items processed and any errors encountered.
Select the Backup Summary Report option, then choose the destination folder to save the report in CSV format.
Once the destination folder is selected, the Backup Summary Report is generated and displayed, as shown in the screenshot below.
2. Detailed Report – Offers a comprehensive log of each item backed up, along with timestamps and status indicators.
After selecting the Detailed Report option, press the Download button to save the report as a ZIP file.
The saved Detailed Report ZIP file will appear in the selected location, as illustrated in the screenshot below.
Upon completing a successful backup, you can leverage the following options to manage your backup tasks more effectively:
Select Hotmail as the source platform and PDF as the target format to initiate the export process.
Select the relevant data categories from the Workload Selection section based on what you want to include in the export.
You can specifically choose the type of data to export, such as Emails
Contact
Calendar
Enter your Hotmail or Outlook.com email address and select Sign in with Hotmail.
When prompted, proceed by selecting Move to Permission Grant Page.
Input your Hotmail or Outlook.com password in the Enter password field.
Microsoft will ask you to verify your identity. Choose a verification option and complete the process.
Open your Microsoft Authenticator app or Outlook to retrieve the verification code, then enter it in the Enter code field.
On the permission request screen, select Accept to authorize access to your Hotmail data.
Once validated select Next to proceed.
Use the Browse Folder Path option to choose your preferred location for saving the exported emails.
The dropdown under "Naming Convention" lets you choose from several filename patterns. Examples include:
This helps users organize and identify backed-up files based on: Email subject, Sender (From), Date (DD, MM, YYYY).
Verify the permissions, and 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
Once you've selected your email folders, choose Start Backup in the top-right to begin.
Select Start again to initiate the process. The tool will begin backing up the selected email folders to your specified location.
When prompted, confirm the action by selecting OK.
During the backup, real-time status updates are displayed for each selected email category. If required, you can cancel the operation at any stage using the Stop Backup button.
Upon successful completion of the backup process, the tool presents a detailed results summary, as illustrated in the image below.
Go to the backup destination and confirm that all files have been accurately copied. Check file counts, sizes, and open sample files to ensure data integrity.
To verify the backup, select the Download Report option. You will be presented with two types of reports:
1. Backup Summary Report – Provides an overview of the backup status, including the number of items processed and any errors encountered.
Select the Backup Summary Report option, then choose the destination folder to save the report in CSV format.
Once the destination folder is selected, the Backup Summary Report is generated and displayed, as shown in the screenshot below.
2. Detailed Report – Offers a comprehensive log of each item backed up, along with timestamps and status indicators.
After selecting the Detailed Report option, press the Download button to save the report as a ZIP file.
The saved Detailed Report ZIP file will appear in the selected location, as illustrated in the screenshot below.
Upon completing a successful backup, you can leverage the following options to manage your backup tasks more effectively:
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