Hotmail Backup Process for Windows
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
Choose 'Hotmail' as the source and 'PST' as the destination platform
Hotmail installation is not required on your system. The destination option simply defines the backup format as 'PST'.
Within the same screen, use the Workload section to select the Hotmail categories to include in the backup.
If needed, you can choose to back up just one workload—for example, only Emails
Documents
Contacts
Calendars
With the Date-Range Filter, you can back up mailbox data selectively based on specific dates. Then, click 'Next' to continue.
Enter the Hotmail ID in the Source Office 365 window to validate the source account.
Once you've entered the Email ID, press the 'Validate' button on the right-hand side
After validation, the necessary permissions will be granted to the source user. Click 'Next' to proceed.
Note: The permissions granted will depend on the workload you select.
Destination screen:
Next, navigate to the backup folder and choose the destination for saving the PST file
Ensure the folder path is no longer than 20 characters, then click 'Validate'.
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.
- 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).
From the Users screen, select 'Fetch Workload Folders' to access the source content including emails
Document
Contacts
Calendars
Once validation is successfully completed, click the 'Start Backup' button from the ribbon bar to begin the backup process
Once the backup finishes, select 'Download Report' to save the summary.
Summary Report – This option downloads a single report that displays all user accounts along with backup details for emails, contacts, calendars, and documents.
Detailed Report – Downloads individual backup reports for all or selected G Suite users.
Re-Run Backup Options:
The software also provides options to re-run the backup process as needed:
- Retry Failed Items – Use this to back up any data that failed to download during the previous attempt.
- Re-Run Full Backup – Performs the entire backup process again, regardless of what was already backed up.
- Delta Backup – Backs up only the newly arrived data, avoiding any duplication.
