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PCVITA software to backup Outlook.com and Hotmail emails to PST, EML, MBOX and PDF
Outlook.com Backup Tool
PCVITA Outlook.com backup software saves Outlook.com and Hotmail emails, contacts, calendars and documents to your Windows machine as PST, EML, MBOX or PDF files. Sign in with your Microsoft account, filter by date, select the folders you need and name every file your way. Free demo lets you test every feature before you buy the full edition.
- Accounts
- Outlook.com, Hotmail and Live.com with a Microsoft account sign in
- Output
- PST, EML, MBOX or PDF files in a folder you choose
- Backs up
- Emails with attachments, contacts, calendars and documents
- Controls
- Date filter, folder selection and file naming options
Your Outlook.com backup keeps folder structure, shows live progress and saves a report when the job ends. See all features. Already hold PST files and need another format? Open the PST Converter.
How Your Mailbox Becomes a Local Backup
Your Outlook.com or Hotmail account goes in on one side. Outlook.com backup files land on your drive in the format you select, with folders kept in order.
Outlook.com or Hotmail Account
Consent granted once in your Microsoft account
- Email with attachments
- Contacts, calendar and documents
- Inbox, Sent Items, Drafts and more
PCVITA Backup Software
Works on your Windows machine
- Date filter and folder selection
- File naming conventions
- Live progress and reports
Local Backup Files
Four formats on your drive
- Folder structure kept
- Attachments and formatting retained
- EML output opens in Thunderbird
- 1Sign inEnter your address and grant consent in your Microsoft account.
- 2FilterSelect the format, the data type, the dates and the folders.
- 3BackupStart the job and open the results and reports.
Backup Outlook.com Emails in 6 Steps
Six screens from the first click to the finished Outlook.com backup. Select a step to see its screen or read the full walkthrough in the Software Guide.
Step 1. Open the Backup Tool
Install the tool on Windows and open it from Start, then All Programs.
Step 2. Select the Format and Data Type
Select the output format from EML, PST (Microsoft Outlook), MBOX (Apple Mail and Thunderbird) or PDF. Then choose the data category, which is Email, Contacts, Calendar or Document. Set a date filter if you need one period only.
Step 3. Enter Your Microsoft Account Details
Enter your Outlook.com or Hotmail address and click Sign in with Outlook.com. Follow the Grant User Consent steps, select Move to Permission Grant Page, enter your password, add the code from the Microsoft Authenticator app and click Accept. Validate the permission and click Next.
Step 4. Choose the Save Location and File Names
Click Browse Folder Path and select the folder for the Outlook.com backup. Open the Naming Convention dropdown and choose Subject, Subject_DD_MM_YYYY, From_Subject_YYYY_MM_DD or YYYY_MM_DD_From_Subject. For PST output, set the PST size in the size dropdown instead.
Step 5. Fetch the Folders and Start the Backup
Click Fetch Workload Folders. Inbox, Sent Items, Drafts and the other folders are selected by default, so clear the ones you do not need. Click Start Backup in the top right corner, then click Start again to confirm.
Step 6. Check the Results and Download Reports
Read the results summary of your Outlook.com backup, then open the destination folder and check the file counts and sizes. Click Download Report for the Backup Summary Report as a CSV file or the Detailed Report as a ZIP file.
Free demo, no licence needed. Test every step on your own mailbox first.
Features of the Backup Software for Web Outlook
What PCVITA tool does in an Outlook.com mailbox backup, grouped by task.
Saves Outlook.com Data in Four Formats
Choose a format and a data type before the Outlook.com backup job starts.
Four Output Formats
Save to EML, PST (Microsoft Outlook), MBOX (Apple Mail and Thunderbird) or PDF files.
Emails With Attachments
PCVITA tool copies every email with its attachments, HTML formatting and inline images.
Contacts, Calendar and Document Data
Choose Contacts, Calendar or Document to backup those items beside your emails.
Live.com and Hotmail Accounts
Add an Outlook.com, Hotmail or Live.com address, including country specific Outlook.com accounts.
Filters and Names Your Backup
Backup only the period, folders and file names you need.
Date Filter
Set a period to backup the emails and calendar items from those dates only.
Folder Selection
Fetch the workload folders and clear the ones you skip. Inbox, Sent Items and Drafts come selected by default.
Naming Convention
Name saved emails by Subject, Subject_DD_MM_YYYY, From_Subject_YYYY_MM_DD or YYYY_MM_DD_From_Subject.
Folder Structure Kept
Outlook.com folders keep their order and every email keeps its HTML formatting.
Shows Progress and Saves Reports
Watch the job live and keep a record of what your Outlook.com backup copied.
Live Progress
A progress screen shows the percentage done and the item counts for emails, contacts and calendars.
Results Summary
Open the destination folder from the summary and check file counts and sizes.
Backup Summary Report
Download an overview with items processed and errors as a CSV file.
Detailed Report
Download every item with its timestamp and status as a ZIP file.
Pause and Resume
Pause the job when the connection drops and resume it from the point it stopped.
Repeats Backups and Handles Failed Items
Choose what happens next from one screen after an Outlook.com backup ends.
Retry Failed Items
Send only the items that failed through the job again.
Delta Backup
Backup only the changes since the last backup. Keep the same backup machine for incremental jobs.
Re-run Full Backup
Copy every folder again when you want a fresh set.
Delete Backed-up Items From Source
Remove copied items from Outlook.com after you check the backup files.
EML Files Open in Thunderbird
Import the EML output into Mozilla Thunderbird.
Why Microsoft’s Export Falls Short for Outlook.com Mail
Four limits that Microsoft documents for its own export, with what PCVITA Outlook.com mailbox backup software does instead.
- 1
Desktop Outlook Comes First
Microsoft says you need a desktop version of Outlook to export an Outlook.com mailbox, with a Microsoft 365 trial or classic Outlook in Reduced Functionality Mode as the routes. PCVITA tool signs in to your Outlook.com account directly and saves the files on your Windows machine.
- 2
One File Format Only
Microsoft exports Outlook.com data to a .pst file on Windows and to .olm on legacy Outlook for Mac. PCVITA tool saves four formats, so you open the backup in the app you prefer.
- 3
A Copy Frozen on One Date
Microsoft describes the export file as a copy of your mail, contacts and calendar up to the date you created it. Delta Backup in PCVITA tool saves only the changes since your last backup.
- 4
No Automatic Repeat Backup
Microsoft states there is no automated way to periodically backup everything in Outlook. Auto-Archive moves old items instead of copying them. Retry Failed Items and a full repeat in PCVITA tool restart a job from one screen.
Prepare Before You Start the Backup
Seven checks before your first Outlook.com backup session. Tick the boxes, then open the tool.
- Keep your Microsoft account details ready. You enter the address and password plus the Microsoft Authenticator code if your account asks for it.
- Check your internet connection. The tool needs a live connection for the entire job, so use a stable network.
- Install Microsoft .NET Framework 4.6.1 on a Windows machine with 4 GB RAM and 100 MB free disk space for the tool.
- Choose a destination drive with free space for Outlook.com backup files. The Browse Folder Path screen asks for it in step 4.
- Install Microsoft Outlook if you save contacts as PST. Backups of your emails to EML, MBOX or PDF need no Outlook.
- Log out of Outlook.com in your browser before you start the backup, so no open session blocks the job.
- Test the free demo on your account before you buy. Download the PCVITA demo and test one folder first.
System lines match the Specifications table below. Microsoft lines follow the pages linked in the Sources.
Free Demo and Full Edition Pricing
Test the Outlook.com backup demo first, then buy one licence. Both editions share every option, only the item count differs.
Demo Edition
Free
Test every feature on your own account
- Backup limit100 emails, 25 other items
- FeaturesAll
- LicenceNot needed
Windows, Outlook.com, Hotmail
Full Edition
$39 one licence
Outlook.com email backup with no demo limit
- Backup limitNone
- FeaturesAll
- ActivationCode in the Activate tab
30 Days Money Back*, Safe & Secure checkout
Included in both editions The demo and the full edition share every option, only the item count differs
- Web Outlook Account Sign In
- EML, PST, MBOX and PDF Output
- Email, Contacts, Calendar and Document Data
- Date Filter and Folder Selection
- Naming Convention Options
- Live Progress and Result Summary
- Summary and Detailed Reports
- Delta Backup and Retry Failed Items
Technical Specifications and System Needs
System needs, demo limit and Outlook.com backup options in one place.
| Windows versions | Windows 10 (32 and 64 bit) and earlier, Windows 8.1, 8 and 7, Windows Server 2008, 2012 R2 and 2016 |
|---|---|
| Prerequisite | Microsoft .NET Framework 4.6.1 and an internet connection |
| Processor | Intel Core 2 Duo E4600 at 2.40 GHz or better |
| Memory | 4 GB RAM minimum |
| Disk space | About 100 MB for the installation |
| Free demo limit | 100 emails and 25 other items |
| Delivery | An email with the activation code arrives after payment confirmation |
| Source accounts | Outlook.com, Hotmail and Live.com, signed in with a Microsoft account |
|---|---|
| Data types | Email, Contacts, Calendar and Document |
| Output formats | EML, PST, MBOX and PDF |
| Filters | Date range and folder selection |
| File naming | Subject, Subject_DD_MM_YYYY, From_Subject_YYYY_MM_DD and YYYY_MM_DD_From_Subject |
| PST size | Split size of 20, 30 or 40 GB, with 40 GB as the default |
| Reports | Backup Summary Report as CSV and Detailed Report as ZIP |
| Outlook installation | Needed when you save contacts as PST |
PCVITA Backup vs Microsoft Export
The export that Microsoft documents next to PCVITA tool, so you can decide which route fits your mailbox.
| Point | Microsoft Export in Desktop Outlook | PCVITA Tool |
|---|---|---|
| What you need | Desktop Outlook with a trial, a subscription or classic Outlook in Reduced Functionality Mode | Windows machine with the tool and your Microsoft account sign in |
| File format | .pst on Windows, .olm on legacy Outlook for Mac | EML, PST, MBOX or PDF |
| Data copied | Mail, contacts and calendar up to the day you create the file | Email, contacts, calendar and documents, with a date filter |
| Repeat backups | No automated way to periodically backup everything | Delta Backup, Retry Failed Items and a full repeat |
| Old items | Auto-Archive moves old items and does not copy them | Copies items and deletes from source only when you select that option |
| New Outlook | Contacts and calendar items in .pst files are not available at this time | Contacts and calendars have their own data categories |
| Reports | Not described on the Microsoft pages | Backup Summary Report and Detailed Report |
| Price | Depends on the Outlook route you select | Free demo, full edition $39 |
Microsoft export facts come from Export your Outlook.com mailbox (Microsoft Support) and Export to Outlook using a .pst file. PCVITA tool details sit in the Specifications and Features sections above.
PST Split Size Check Before You Start
- Select PST as the format and a size dropdown appears next to Browse Folder Path.
- The PST size defaults to 40 GB and offers 20 GB, 30 GB and 40 GB.
- A mailbox of 11 GB with a 10 GB size gives you two PST files.
- A mailbox of 200 GB with a 40 GB size gives you five PST files.
Open the Software Guide to see the PST size screen and the date filter that keeps files small.
Sources for Outlook.com Export Facts Microsoft pages behind the limits on this page
- Microsoft SupportExport your Outlook.com mailbox
- Microsoft SupportExport to Outlook using a .pst file
Outlook.com Email Backup FAQs
Answers to the questions users ask before and during an Outlook.com backup, grouped by topic.
Working and Options How the tool behaves during an Outlook.com backup job
How does the backup work step by step?
Six steps backup an Outlook.com account.
- Step 1. Open PCVITA tool from the Start menu.
- Step 2. Choose the output and the data type.
- Step 3. Log in and grant consent in your Microsoft account.
- Step 4. Browse to the save folder and select a naming convention.
- Step 5. Fetch the folders and click Start Backup.
- Step 6. Check the results and download a report.
How do I save Outlook.com emails as PST?
Select PST as the output format. Sign in, click Browse Folder Path and select a PST size of 20, 30 or 40 GB. Fetch the folders, click Start Backup and the tool saves the PST files in your destination folder.
Can I save Outlook.com emails as EML and open them in Thunderbird?
Yes. Select EML as the output format and the tool saves every message as its own file. Import those EML files into Mozilla Thunderbird. Select MBOX if you want a single file per folder for Thunderbird or Apple Mail.
Does the tool backup Outlook.com contacts and calendars?
Yes. Choose Contacts or Calendar as the data category beside Email and Document. PCVITA tool saves those items in the format you select. Contacts saved as PST need Microsoft Outlook on your machine.
Can I backup only some folders or one date range?
Yes. Set a date filter in step 2 to backup one period. After you click Fetch Workload Folders, clear the folders you do not need. Inbox, Sent Items and Drafts come selected by default.
What does Delta Backup do?
Delta Backup saves only the changes since your last backup. Use the same backup machine for incremental jobs. Open the after backup screen for the delta, retry and full backup options.
What should I do if the backup fails again and again?
Log out of Outlook.com in your browser and start the job again. Open sessions can block the backup even when every requirement is met. Click Retry Failed Items afterward and the tool sends only the failed items through again.
Can I pause and resume the backup?
Yes. Click Pause when the connection drops and Resume to continue from the point where the job stopped. Stopping the job instead ends it. Stopped jobs cannot resume.
Demo and Price How far the demo goes and what one licence costs
What does the free demo include?
It backs up 100 emails and 25 other items. Demo edition includes every feature, so you test the sign in, the formats, the filters and the reports in a real Outlook.com backup before you buy.
How much is the full edition licence?
$39. Full edition removes the demo limit and comes with a 30 day money back guarantee. Your email count does not affect the backup. Enter the activation code in the Activate tab.
Accounts and Compatibility Account types, Windows versions, Outlook and sign in
Which accounts does the tool support?
Outlook.com, Hotmail and Live.com accounts. PCVITA tool also works with country specific Outlook.com accounts. You grant consent once from your Microsoft account.
Does the tool work on Windows 10 and earlier?
Windows 10 and earlier versions, including Windows 8.1, 8 and 7, plus Windows Server 2008, 2012 R2 and 2016. PCVITA tool needs Microsoft .NET Framework 4.6.1, 4 GB RAM and 100 MB free disk space.
Do I need Microsoft Outlook installed?
Not for emails. Only PST contact backups need Outlook. Install Microsoft Outlook if you save Outlook.com contacts as PST.
Do I need an internet connection during the backup?
Yes. PCVITA tool reads your mailbox online, so a live connection must stay on until the job ends. Pause the job if the connection drops and resume it when you are back online.
Does the tool work with two step verification?
Yes. Consent steps ask for your password and, if your account uses it, the code from the Microsoft Authenticator app. Enter the code, click Accept and validate the permission.
Question not answered here? Ask on Live Chat or write to us from the Contact Us page.
Reviews From Outlook.com Backup Users
Ratings collected on pcvita.com and what customers wrote after their Outlook.com backup.
Previously, I was working on Outlook.com. But, now I think that this platform is outdated and hence, I want to switch to other email clients. Due to this, I want to backup Outlook.com emails. I used your product and found great results. Thank you for the development of Outlook.com backup tool.
A few months ago, I was in need of the program That can easily backup Outlook.com messages. I surfed the Internet and came to know about this Outlook.com backup tool. The list of features it offers is really amazing. Just a few clicks I can export web Outlook emails to Thunderbird. I would like to congratulate you on the development of such a great application.
A few days back I was searching for a utility which can easily save all emails from Outlook.com. Then, I found Outlook.com backup software I must say it is one of the most reliable application that easily backup Outlook.com emails without any hassle. Must recommend this tool to all those who wants to take backup of Outlook.com emails.
Thanks for Outlook.com Backup application. This has helped me move all my important emails and contacts to my system in just a few clicks. I am very much thankful to the tool developers for such an amazing job. The option to split my file was the best for me. Kudos! to all the developers included.
GearDownload: 100% clean badge, no spyware, adware or viruses found in PCVITA software.
DownloadAtoZ: 5 star award badge for PCVITA software. See every badge on the PCVITA awards page.
Key Takeaways on Outlook.com Backup
The short version of this page.
- Accounts and data: backs up email, contacts, calendars and documents from your Microsoft web account after you grant consent.
- Four formats: saves every Outlook.com backup in four file formats in the folder you select.
- Control: date filter, folder selection and four file naming conventions decide what gets saved and how it is named.
- Repeat jobs: Delta Backup and Retry Failed Items, plus a Backup Summary Report and a Detailed Report.
- Demo and Price: the free demo caps the backup, the full edition costs $39 with a 30 day money back guarantee. Compare it with the Office 365 Backup Tool for business mailboxes.
Test the Free Demo on Your Own Mailbox
Download the free demo, sign in to your Outlook.com account and test an Outlook.com email backup before you buy the full edition.
Safe & Secure · 30 Days Money Back*