Email Migration

How to Transfer Outlook Folders and Contacts to Hotmail

Emma Brown Oct 10, 2026 869 views

Question details

The user needs to move personal email folders and contacts from a Microsoft 365 work account to a personal Hotmail account, and wants to know if a personal Microsoft 365 subscription affects their existing Hotmail address.

How to Transfer Outlook Folders and Contacts from a Work Account to Hotmail

Product: Microsoft Outlook / Hotmail
Device & OS: not provided
Scenario: Migrating personal emails and contacts from a corporate M365 account to a personal Hotmail account before leaving a job or for personal record-keeping.
Observed behavior: The user wants to safely export their Outlook data to a PST file and import it into Hotmail, ensuring their existing Hotmail address remains fully usable alongside a new personal M365 subscription.

Before you start

Check your company's IT policies to ensure exporting data from your work account is permitted. Additionally, verify that both your work Microsoft 365 account and personal Hotmail account are already added and synced within the Microsoft Outlook desktop client.

Solution 1Recommended

Transfer Folders and Contacts using Outlook PST Export

The most reliable method to migrate emails and contacts is by exporting your work account data to a PST file and importing it into your Hotmail account via the Outlook desktop app.

This process requires the desktop version of Microsoft Outlook. The web version does not currently support exporting or importing PST files directly.

Export Work Data to a PST File

Open the Outlook desktop client. Go to 'File' > 'Open & Export' > 'Import/Export'. Select 'Export to a file' and click 'Next'. Choose 'Outlook Data File (.pst)'. Select the specific folders and contacts you wish to transfer from your work account, choose a save location on your computer, and click 'Finish'.

Import the PST File to Hotmail

Return to 'File' > 'Open & Export' > 'Import/Export'. This time, select 'Import from another program or file' and click 'Next'. Choose 'Outlook Data File (.pst)'. Browse and select the PST file you just created.

Select the Destination Account

In the import wizard, choose to import the items into the same folder in your personal Hotmail account (ensure your Hotmail email address is selected in the drop-down menu). Click 'Finish' to begin the transfer.

Verify and Reorganize Data

Wait for the synchronization to complete. Check your Hotmail folders in the left navigation pane to ensure all emails and contacts have successfully transferred. You may need to manually reorganize some subfolders if the folder structure appears differently.

Transfer Folders and Contacts using Outlook PST Export

Personal Microsoft 365 Subscription Compatibility: Creating or purchasing a personal Microsoft 365 subscription does not negatively affect your existing Hotmail account. They function as separate entities, meaning you can link your subscription to your Hotmail address and use both seamlessly.

Free Microsoft Office alternative

Switch to WPS Office for a Lightweight, Cost-Free Experience

While you are organizing your Microsoft 365 and Hotmail email accounts, consider utilizing WPS Office as a free, lightweight, and highly compatible alternative to Microsoft Office for your local documents. It handles all your productivity needs without expensive recurring subscriptions.

1. Download the Installer: Visit the official WPS Office website and click the free download button.
2. Install the Software: Run the installer and follow the simple on-screen instructions to set up WPS Office on your device.
3. Open Your Documents: Launch WPS Office and instantly open any existing Microsoft Word, Excel, or PowerPoint files without losing formatting.

Fully compatible with Microsoft Office formats including .docx, .xlsx, and .pptx.An all-in-one suite combining Writer, Spreadsheet, Presentation, and robust PDF tools.Lightweight and fast installation, consuming far fewer system resources.Familiar user interface ensures a seamless migration from Microsoft Office.

Frequently Asked Questions

Will exporting my work emails delete them from the server?

No, exporting your folders and contacts to a PST file only creates a local copy of the data. The original emails and contacts will remain completely intact in your work Microsoft 365 account.

Can I transfer Outlook contacts without using a PST file?

Yes. If you only need to transfer contacts, you can go to 'File' > 'Open & Export' > 'Import/Export', choose 'Export to a file', and select 'Comma Separated Values (CSV)'. You can then import this CSV file directly into Hotmail via the Outlook web interface.

Why are some of my imported folders missing in my Hotmail account?

Depending on how you mapped the import, transferred folders might appear nested under existing folders like 'Inbox' or 'Deleted Items'. Expand the arrows next to your main folders to locate them, then simply drag and drop them to reorganize your folder tree.

Can I use the web version of Outlook to import PST files?

No, the Outlook on the web (Outlook.com or OWA) does not currently support importing or exporting PST files. You must use the classic Outlook desktop application for Windows to perform this migration.

Migration & Recovery