How to Backup Outlook.com Emails

Leena Taylor Paul
Updated: May 12, 2026 • Backup • 7 Min Read

Summary: Use one of three reliable ways to back up Outlook.com emails. The same workflow extends to backing up Outlook desktop emails when your mailbox lives in a local PST.

Add your Outlook.com account to the Outlook desktop app and run File > Open & Export > Import/Export to save everything as a PST file.
Sync the account over IMAP into Thunderbird or Apple Mail and let the client download a local copy.
Use a dedicated Outlook.com backup tool with an App Password to export to PST, EML, MBOX, PDF, or MSG without installing Outlook.

Why Backup Outlook.com Emails Locally?

Outlook.com (formerly Hotmail and Live Mail) stores your mail on Microsoft’s servers. As a result, an account lockout, a hack, or an accidental deletion can wipe out years of correspondence.

A local backup also helps in other cases. For example, you may hit the free 15 GB mailbox cap, or you may switch to a different email provider later. Once your mail is saved as PST, EML, MBOX, or PDF, you can open it offline and import it into another mailbox anytime.

Method 1: Backup Outlook.com Emails to PST Using Outlook Desktop

If you have Outlook 2016, 2019, 2021, or Microsoft 365 installed, the built-in Import/Export wizard is the most direct path. It produces a single PST file with every folder, including subfolders, attachments, and calendar items if you choose. The same steps apply when you back up Hotmail email, since Hotmail accounts now run on Outlook.com infrastructure.

Steps to Export to PST

First, open Outlook desktop and go to File > Open & Export > Import/Export.
Next, choose Export to a file and click Next.
Then select Outlook Data File (.pst) and click Next.
Pick your Outlook.com account at the top of the list. Also tick Include subfolders. Click Next.
Browse to a safe location (an external drive is ideal). Give the file a name like outlookcom-backup-2026.pst and click Finish.
Finally, you can set a password on the PST. Leave it blank if you do not need one.

Tip: Wait until Outlook says “All folders are up to date” at the bottom before exporting. Otherwise the PST will only contain what has synced so far.

Method 2: Sync Outlook.com to Thunderbird or Apple Mail via IMAP

This method is free and works on Windows, macOS, and Linux. If you plan to leave the service, you can use the same IMAP setup to migrate emails from Hotmail to Gmail instead. In addition, it does not need an Office license.

The client downloads every folder as MBOX or EMLX, so you can copy the profile folder to an external drive for a portable backup.

Steps to Sync Outlook.com over IMAP

First, install Thunderbird and click Account Settings > Add Mail Account.
Next, enter your name, Outlook.com address, and App Password. Click Continue.
Thunderbird auto-detects IMAP. The server is outlook.office365.com on port 993 (SSL) for incoming.
Then right-click each folder you want a permanent copy of. Choose Properties > Synchronization and tick Select this folder for offline use.
Finally, let Thunderbird finish the initial download. The mail now sits in your Thunderbird profile folder as MBOX files.

The same approach works in Apple Mail (Mail > Add Account > Microsoft Exchange or Other Mail Account). However, the downloaded copies live in ~/Library/Mail in EMLX format.

Limitation: IMAP keeps the local copy in sync with the server. Therefore, deletions on Outlook.com also remove the local message unless you move the folder to a Thunderbird Local Folder first.

Method 3: Use a Dedicated Outlook.com Backup Tool

A dedicated tool is the easiest path when you want format flexibility, filters, or direct migration. For example, EmailBakup connects to Outlook.com over IMAP and saves your mailbox in PST, EML, MBOX, MSG, or PDF.

Steps with EmailBakup

First, download and install EmailBakup for Windows or macOS.
Next, click Add Account and choose Outlook.com / Hotmail from the provider list.
Then enter your full Outlook.com address and an App Password (generated in the next section).
Select the folders you want to back up. You can also filter by sender, subject, or date range.
Click Backup, pick your output format, and choose a save location.
For PDF output, you can also enable per-message PDF or a single merged PDF.

Related Reading:

How to Set Up an App Password for Outlook.com

Microsoft requires an App Password instead of your regular password when two-step verification is enabled. This applies any time you connect via IMAP or a third-party client.

First, sign in at account.microsoft.com/security.
Next, open Advanced security options.
Then scroll to App passwords and click Create a new app password.
Finally, copy the 16-character password. Use it in Outlook, Thunderbird, Apple Mail, or EmailBakup in place of your account password.

Which Method Should You Choose?

Already have Outlook desktop installed: use Method 1 (PST export). It is the fastest and the most native option.
Want a free, cross-platform sync: use Method 2 (IMAP into Thunderbird or Apple Mail).
Need PST, EML, MBOX, PDF, or MSG without Outlook (including the ability to export Hotmail to PDF): use Method 3 (EmailBakup or a similar tool).
Need filters or direct migration to another mailbox (for example, MDaemon to Yahoo Mail): Method 3 is still the best fit.

Common Errors and Fixes

Outlook can’t sign in to Outlook.com (basic authentication disabled)

Microsoft turned off basic authentication for Outlook.com IMAP and SMTP in late 2024. Therefore, you must use modern authentication (OAuth) in Outlook 2019, 2021, or Microsoft 365, or use an App Password in older clients. First, update Outlook to the latest build. Then remove and re-add the account so it picks the new auth flow.

App Password option is missing in account settings

The App Passwords link only appears after you enable two-step verification. As a result, you have to switch on 2FA first at account.microsoft.com/security. After that, refresh the Advanced security options page and the App passwords section becomes available.

PST export stops or hangs partway

This usually means Outlook is still syncing folders in the background. First, check the status bar for “Updating Inbox” or similar. Next, click Send/Receive > Update Folder and wait for “All folders are up to date” before retrying the export.

Thunderbird shows folders empty after first connect

Outlook.com sometimes hides folders from IMAP until you subscribe to them. Therefore, right-click the account in Thunderbird and choose Subscribe. Then tick every folder you want and click OK. The folders populate within a minute.

Frequently Asked Questions

Does Outlook.com offer a built-in export option?

No. The Outlook.com web interface does not offer a direct “Export all mail” button. Therefore, you have to use Outlook desktop, IMAP sync, or a third-party tool.

Will deleting emails on Outlook.com remove them from my backup?

A PST or PDF backup made with Method 1 or Method 3 is independent of the server. As a result, deletions on Outlook.com do not affect it. However, an IMAP mirror in Thunderbird will reflect deletions unless you move the messages to a Local Folder.

How long does the backup take?

Roughly 1 GB per 30 to 45 minutes over IMAP. The exact time depends on your bandwidth and how many attachments you have. In contrast, PST export from a fully synced Outlook desktop is much faster because the data is already local.

Can I back up to an external drive directly?

Yes. In Method 1, point the PST save dialog at the external drive. In Method 3, EmailBakup lets you pick any drive or network path as the output folder.

Do I need to keep my computer awake during backup?

Yes for IMAP-based methods (2 and 3). Therefore, disable sleep in your power settings, or use a desktop session that stays signed in until the export completes.