Hotmail Backup software — Best Tools, Built-In Export & Step-by-Step Methods to Backup Hotmail Emails

What is Hotmail Now? (Hotmail vs Outlook.com)

Hotmail is now called Outlook.com, rebranded by Microsoft in 2013. All existing @hotmail.com, @live.com, and @msn.com email addresses still work and are accessed through the Outlook.com interface at outlook.com. If your email ends in @hotmail.com or @live.com, you are using Microsoft's Outlook.com service.

This is important for Hotmail backup — every method and tool covered in this guide works for all Microsoft email accounts: @hotmail.com, @live.com, @outlook.com, and @msn.com. The terms "Hotmail backup" and "Outlook.com backup" refer to exactly the same process.

Why Backup Hotmail Emails — Key Reasons

• Account hacking or deletion — a hacked or compromised Hotmail account means all emails can be permanently lost
• Accidental deletion — emails deleted from Trash are unrecoverable without a prior Hotmail email backup
• Migration to another email client — switching to Gmail, Office 365, or Thunderbird requires a complete export of Hotmail emails
• Legal and compliance — businesses must archive Hotmail emails for regulatory, audit, or legal discovery requirements
• Storage quota — download Hotmail emails and delete old messages to free up mailbox storage
• Offline access — a local Hotmail backup to your computer lets you read old emails without internet
• Server outages — Microsoft server issues can temporarily block Outlook.com access; a local backup keeps you working

Does Hotmail Have a Built-In Backup Option?

Yes — unlike Yahoo Mail, Hotmail (Outlook.com) has a built-in Export Mailbox feature. Here is exactly how to use it and what its limitations are. And also learn about system utility software here.

How to Use the Hotmail Built-In Export (Outlook.com Export Mailbox)

• Log in to outlook.com with your Hotmail account
• Click the gear icon (Settings) in the top-right corner
• Click View all Outlook settings at the bottom
• Navigate to General > Privacy and Data
• Under "Export mailbox", click the Request download button
• Microsoft prepares your Hotmail backup — this can take up to 4 days
• Once ready, Microsoft sends a download link to your verified email — download and save the PST file

Built-In Export — Limitations

Hotmail Backup Output Formats — Which to Choose?

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How to Backup Hotmail Emails — Complete Step-by-Step Guide

Method 1 — Built-In Hotmail Export (Outlook.com)

This is Microsoft's official free method. No software required — but it takes up to 4 days and only exports PST format.

• Log in to outlook.com with your Hotmail email and password
• Click the gear icon (top-right) and select View all Outlook settings
• Go to General > Privacy and Data
• Click Export Mailbox and confirm the request
• Wait for Microsoft to prepare your Hotmail backup — up to 4 days
• Download the PST file when you receive the email link — save it to your hard drive immediately (link expires)
• Also recover lost videos with the best video recovery software here.

Method 2 — Microsoft Outlook Desktop (PST)

If you already have Microsoft Outlook installed, this method is faster than the built-in export:

• Open Outlook, go to File > Add Account, enter your Hotmail email address
• Sign in using your Microsoft account credentials — Outlook configures IMAP automatically
• Set the sync range to All to ensure older emails are not excluded
• Wait for all emails to sync — this can take time for large mailboxes
• Go to File > Open & Export > Import/Export > Export to a file > Outlook Data File (.pst)
• Select folders, choose destination on your hard drive, and click Finish

Method 3 — Dedicated Hotmail Backup Tool (Recommended)

For multi-format output, faster speed, and reliable results — use a dedicated Hotmail backup software:

Step 1 — Generate a Microsoft App Password

• Go to account.microsoft.com > Security > Advanced Security Options
• Under App Passwords, click Create a new app password
• Copy the 16-character code — use this in your backup tool instead of your regular password
• Note: Some tools (like SysTools) support modern browser-based Microsoft login — no app password needed

Step 2 — Install and Launch Your Hotmail Backup Tool

• Download from the official website — SysTools, Aryson, RecoveryTools, or any from the list above
• Install on Windows or Mac — all tools are standalone, no Outlook required
• Launch and enter your Hotmail email address and app password

Step 3 — Select Folders and Apply Filters

• The tool displays all folders — Inbox, Sent, Drafts, Junk, Deleted, Archive, and custom folders
• Select the folders to back up; apply optional filters: date range, sender/recipient address, subject keyword
• Enable duplicate removal to skip repeated emails
• Optionally enable backup without attachments to reduce output file size

Step 4 — Choose Format and Destination

• Select output format — PST for Outlook, MBOX for Thunderbird/Apple Mail, EML for general access, PDF for archiving
• Click Browse to select your destination — local drive, USB, or external hard drive
• Tip: Create a dedicated folder e.g. D:\Hotmail_Backup?6-03\
• Click Export / Backup — progress shows in real time; a log file is generated on completion

How to Backup Hotmail Emails to Gmail

To backup Hotmail to Gmail using a migration tool:

• Launch SysTools, Aryson, RecoveryTools, or CloudMigration Hotmail Backup Tool
• Sign in to your Hotmail account using your app password
• Select Gmail or Google Workspace as the output destination
• Authenticate with your Gmail account within the tool
• Select Hotmail folders to migrate and start — emails appear in Gmail preserving folder structure

Also see our related guides: Yahoo Backup tools, Gmail backup tools, best MBOX converter tools, and best OST to PST converter tools.

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