How Mac Outlook.com Backup Works

Start the tool from its installed location or double-click SysTools Outlook.com Backup in the Finder's Applications folder.

The demo lets you export 100 emails for free; activate the full version via the Activate tab. Activation Steps

Choose Outlook.com as the source & set PST as the output format.

Set a date filter to narrow the data and hit 'Next' to proceed.

Type your Outlook.com email and click the 'Sign In with Outlook.com button'.

Once you've entered your email, click 'Move to Permission Grant Pagewhen prompted.

You’ll then be asked to enter your Outlook.com password.

After logging in, the software will verify your credentials automatically.

After validation, permissions are granted to the source; press 'Next' to proceed.

Note: Granted permissions depend on your selected workload.

Destination setup:

Browse and pick a folder where the PST file will be stored.

Make sure the path is under 20 characters and click 'Validate'.

Choose the PST file size limit from the dropdown (default: 40 GB).

This controls how large each PST file can be.

After confirming permissions, click 'Next' to continue.

Click 'Fetch Workload Folders' on the Users screen to load source data like emails.

Document

Contacts

Calendars

Once validated, hit 'Start Backup' on the ribbon to begin.

The backup progress will then be displayed.

When done, click 'Download Report' to get the summary.

Summary Report – Get a single report covering all users and data types.

Detailed Report – Download separate reports for each user if needed.

Re-Run Backup Options:

You can repeat the backup using these available modes:

• Retry Failed Items – Reattempt backup for data that didn’t transfer earlier.
• Re-Run Full Backup – Start a fresh backup from scratch.
• Delta Backup – Only backs up new data, avoiding duplicates.

The output files can be found in the chosen destination folder.

You can open PST files using Microsoft Outlook.