Step-by-Step Guide to Backing Up Outlook.com Data

Launch the software from the installation directory or go to Start » All Programs » SysTools Outlook.com Backup.

Use the Demo version to export up to 100 emails for free. To access the full functionality, click on the Activate tab and complete the activation process. Activation Steps

Set the source as 'Outlook.com' & select 'PST' as the destination platform

Outlook.com doesn’t need to be installed on your system. The destination format simply defines the backup output.

Apply the Date-Range Filter to selectively back up data within a specific timeframe. Then click Next.

Enter your Outlook.com email address in the Source screen and click Validate to confirm the account.

Enter Email ID, then hit the ‘Validate’ button to proceed

After validation, the tool will automatically assign the required permissions based on your selected workload. Click Next to continue.

Note: Permissions will be applied according to the workload you've specified

Destination screen:

Choose a destination folder for saving the PST file.

Keep the folder path under 20 characters, and cick Validate after selecting the folder'.

From the dropdown, choose the PST file size limit (default: 40 GB).

This option controls the maximum file size allowed per PST file

Double-check the permissions and, click 'Next'.

On the Users screen, click Fetch Workload Folders to preview your mailbox content.

Document

Contacts

Calendars

Once everything is validated, hit the Start Backup button to begin the process.

The software will display live backup progress on the screen.

After the backup completes, click Download Report.

Summary Report – Overview of all user accounts and backup details..

Detailed Report – Individual reports for each user.

Re-Run Backup Options:

To repeat the process or back up new data, use the Re-Run Backup options:

• Retry Failed Items – Back up any previously failed data.
• Re-Run Full Backup – Repeats the entire backup from scratch.
• Delta Backup – Backs up only new, previously unprocessed data.

Once done, navigate to your chosen destination folder to view the exported PST files

Open the PST files in Microsoft Outlook to access your backed-up emails and other data.