How Mac Outlook.com Backup Works

Step-by-Step Guide to Using Outlook.com Backup Software on Mac/p>

Application Pre-Requisites

Best Way to Backup Outlook.com Data on Mac

STEP 1

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

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STEP 2

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

STEP 3

Now, choose preferred Email format to backup the Outlook.com user account data:

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STEP 4

Once you've selected Outlook.com as the source and File System (EML) as the backup format, choose the data category to back up e.g., Email

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Contacts

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Calendar

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Document

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STEP 5

Use the date filter to export data from a particular period, if needed.

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STEP 6

Provide your Outlook.com/Hotmail email address, then click 'Sign in with Outlook.com'.

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Once prompted, select 'Move to Permission Grant Page' to proceed.

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Enter your Outlook.com or Hotmail password in the "Enter password" field.

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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.

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To allow our tool to access your Outlook.com data, please click ‘Accept’.

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Now validate the permission and click ‘Next’ to continue.

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STEP 7

Click on the "Browse Folder Path" button to save emails at desired location.

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STEP 8

The dropdown under "Naming Convention" lets you choose from several filename patterns. Examples include:

  • Subject
  • Subject_DD_MM_YYYY
  • From_Subject_YYYY_MM_DD
  • YYYY_MM_DD_From_Subject

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After validation, click ‘Next’ to proceed.

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STEP 9

Next, initiate data loading by selecting ‘Fetch Workload Folders’.

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STEP 10

Afterward, you will see a list of all your available Outlook.com 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.

Email

Contact

Contact

Calendar

Calendar

Document

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STEP 11

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.

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STEP 12

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.

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Click "OK"

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STEP 13

Upon successful completion of the backup process, the tool presents a detailed results summary, as illustrated in the image below.

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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.

eml-progress

STEP 14

To verify the backup, select the Download Report option. You will be presented with two types of reports:

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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.

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Once the destination folder is selected, the Backup Summary Report is generated and displayed, as shown in the screenshot below.

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2. Detailed Report – Offers a comprehensive log of each item backed up, along with timestamps and status indicators.

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After selecting the Detailed Report option, press the Download button to save the report as a ZIP file.

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Choose the appropriate folder on your device to save the Detailed Report ZIP file.

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The saved Detailed Report ZIP file will appear in the selected location, as illustrated in the screenshot below.

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STEP 15

Upon completing a successful backup, you can leverage the following options to manage your backup tasks more effectively:

  • Retry Failed Items: Attempt to back up any files or folders that failed during the initial process.
  • Re-run Full Backup: Perform a complete backup of all selected data again.
  • Delta Backup: Back up only the changes made since the last backup, optimizing time and storage.
  • Delete Backed-up Items from Source: Remove the original files from the source location after confirming a successful backup, freeing up space.

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These options provide flexibility to maintain and optimize your backup strategy.

STEP 16

If needed, you can import the resultant EML file into Mozilla Thunderbird for further review.

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STEP 4

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

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You can specifically choose the data category to export, such as Emails

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Document

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Contact

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Calendar

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STEP 5

If needed, use the Date Filter to export data from a specific time period.

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STEP 6

Enter your Hotmail or Outlook.com email address and select Sign in with Outlook.com.

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When prompted, proceed by selecting Move to Permission Grant Page.

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Input your Hotmail or Outlook.com password in the Enter password field.

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Open your Microsoft Authenticator app or Outlook to retrieve the verification code, then enter it in the Enter code field.

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On the permission request screen, select Accept to authorize access to your Outlook.com data.

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Once validated, select Next to proceed.

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STEP 7

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).

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This value defines the maximum size for each PST file created.

  • For example, if you're backing up 11 GB of data and select a 10 GB PST size, the software will generate two PST files: one for 10 GB and another for the remaining 1 GB.
  • If the data size (e.g., 11 GB) is smaller than the selected partition size (20, 30, or 40 GB), only a single PST file will be created.
  • When dealing with larger data (e.g., 200 GB) and selecting a 40 GB partition size, the tool will automatically split the data into five separate 40 GB PST files (5 * 40 GB = 200 GB).

Verify the permissions, and once confirmed, click 'Next'.

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STEP 8

Next, initiate data loading by selecting Fetch Workload Folders.

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Once the folders are loaded, you’ll see a list of your Outlook.com 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.

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Contact

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Calendar

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Document

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STEP 9

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.

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Select Start again to initiate the process. The tool will begin backing up the selected email folders to your specified location.

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When prompted, confirm the action by selecting OK.

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STEP 10

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.

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STEP 11

Upon successful completion of the backup process, the tool presents a detailed results summary, as illustrated in the image below.

pst2-1

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.

pst2-1

STEP 12

To verify the backup, select the Download Report option. You will be presented with two types of reports:

pst6

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.

pst6

Once the destination folder is selected, the Backup Summary Report is generated and displayed, as shown in the screenshot below.

pst6

2. Detailed Report – Offers a comprehensive log of each item backed up, along with timestamps and status indicators.

pst6

After selecting the Detailed Report option, press the Download button to save the report as a ZIP file.

pst6

The saved Detailed Report ZIP file will appear in the selected location, as illustrated in the screenshot below.

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STEP 13

Upon completing a successful backup, you can leverage the following options to manage your backup tasks more effectively:

  • Retry Failed Items: Attempt to back up any files or folders that failed during the initial process.
  • Re-run Full Backup: Perform a complete backup of all selected data again.
  • Delta Backup: Back up only the changes made since the last backup, optimizing time and storage.
  • Delete Backed-up Items from Source: Remove the original files from the source location after confirming a successful backup, freeing up space.

eml5-1

These options provide flexibility to maintain and optimize your backup strategy.

STEP 14

You can view PST File in MS Outlook application.

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These options provide flexibility to maintain and optimize your backup strategy.

STEP 4

Select Outlook.com as the source platform and MBOX as the target format for the export process.

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STEP 5

Once MBOX is selected as the output format, proceed to the Workload Selection section and select the Email option for export.

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STEP 6

If needed, use the Date Filter to export data from a specific time period.

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STEP 7

Enter your Hotmail or Outlook.com email address and select Sign in with Outlook.com.

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When prompted, proceed by selecting Move to Permission Grant Page.

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Input your Hotmail or Outlook.com password in the Enter password field.

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Open your Microsoft Authenticator app or Outlook to retrieve the verification code, then enter it in the Enter code field.

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On the permission request screen, select Accept to authorize access to your Outlook.com data.

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Once validated select Next to proceed.

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STEP 8

Use the Browse Folder Path option to choose your preferred location for saving the exported emails.

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Verify the permissions, and once confirmed, click 'Next'.

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STEP 9

Next, initiate data loading by selecting Fetch Workload Folders.

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STEP 10

Once the folders are loaded, you’ll see a list of your Outlook.com 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.

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STEP 11

Once you've selected your email folders, choose Start Backup in the top-right to begin.

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Select Start again to initiate the process. The tool will begin backing up the selected email folders to your specified location.

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When prompted, confirm the action by selecting OK.

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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.

mbox6

STEP 12

Upon successful completion of the backup process, the tool presents a detailed results summary, as illustrated in the image below.

mbox-progress

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.

mbox-progress

STEP 13

To verify the backup, select the Download Report option. You will be presented with two types of reports:

complete-backup

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.

complete-backup

Once the destination folder is selected, the Backup Summary Report is generated and displayed, as shown in the screenshot below.

complete-backup

2. Detailed Report – Offers a comprehensive log of each item backed up, along with timestamps and status indicators.

complete-backup

After selecting the Detailed Report option, press the Download button to save the report as a ZIP file.

complete-backup

The saved Detailed Report ZIP file will appear in the selected location, as illustrated in the screenshot below.

complete-backup

STEP 14

Upon completing a successful backup, you can leverage the following options to manage your backup tasks more effectively:

  • Retry Failed Items: Attempt to back up any files or folders that failed during the initial process.
  • Re-run Full Backup: Perform a complete backup of all selected data again.
  • Delta Backup: Back up only the changes made since the last backup, optimizing time and storage.
  • Delete Backed-up Items from Source: Remove the original files from the source location after confirming a successful backup, freeing up space.

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STEP 14

Double Click to view MSG File with Outlook on your system

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Free Download Outlook.com Backup Software Download Now