How can I download all my Hotmail Emails onto my MacBook Pro

Hello CattieH, 

Thank you for reaching out to Microsoft Q&A. I understand you are experiencing sign-in errors when trying to connect your Hotmail account to Outlook for Mac Version 16.16.27, even though you are using the correct credentials. 

Please know that you are not doing anything wrong, and your password is absolutely correct! The reason you are getting this error is that Microsoft permanently disabled "Basic Authentication" (logging in with just a simple username and password) for all personal Hotmail and Outlook accounts in September 2024. Microsoft now requires a newer security standard called Modern Authentication (OAuth2). 

Because your older version of Outlook for Mac does not support this new security standard, it can no longer connect to the server. However, you have two great, free options to get your emails onto your Mac right now: 

Option 1: The Free, Modern Outlook for Mac 

Microsoft has made the newest version of Outlook for Mac completely free to download and use for personal accounts. It natively supports the new security requirements. 

• Open the App Store on your Mac. 
• Search for Microsoft Outlook and download the app. 
• Open the app and enter your Hotmail address. 
• A secure Microsoft login window will appear. Simply enter your password to authenticate, and your emails will immediately begin downloading. 

Option 2: Apple's Built-in Mail App (Best for offline downloading) 

Since you are running macOS Sequoia, your Mac's default Apple Mail app already supports Microsoft's new security requirements. This is also the easiest way to download a hard copy of all your emails to your Mac's hard drive. 

• Open System Settings on your Mac. 
• Click Internet Accounts, then Add Account. 
• Select Microsoft Exchange (Note: Apple uses the Exchange option to securely route all modern Hotmail/Outlook logins. Do not select "Other"). 
• Enter your name and Hotmail address, click Sign In, and follow the prompts. 
• Open the Apple Mail app to let your inbox sync. 
• To save a backup: Click on your Inbox, go to the Mailbox menu at the top of your screen, and select Export Mailbox. This will download all your emails into an .mbox file directly onto your Mac. 

I hope this helps you get your emails downloaded successfully. Please let me know if you run into any issues with either of these methods, and I will be happy to assist you further! 

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To download all Hotmail (Outlook.com) email to a MacBook Pro when Outlook for Mac 16.16.27 cannot sign in, use a mail app that supports the modern authentication required by Outlook.com and configure it with the correct account type and server settings.

1. Use a supported app and account type

• Outlook.com/Hotmail accounts must be added using the Outlook.com/Microsoft 365/Exchange-type connection or IMAP with modern authentication.
• If the current Outlook for Mac build cannot complete sign-in, use the built-in Mac Mail app or a newer Outlook for Mac from the Mac App Store, which supports the required authentication.

2. Set up the account in Mac Mail using IMAP (downloads mail to the Mac) If Outlook cannot sign in, configure the account in Mac Mail so that all messages sync locally:

1. Open Mail on the Mac.
2. If Mail has no accounts yet, the Welcome to Mail page appears. Otherwise, go to Mail > Add Account.
3. Select Other Mail Account > Continue.
4. Enter name, Hotmail/Outlook.com email address, and password > Sign In.
5. If Unable to verify account name or password appears, select Next to enter settings manually.
6. Enter these details:
   • Email Address and User Name: full Hotmail/Outlook.com address
   • Password: current account password
   • Account Type: IMAP (recommended)
   • Incoming Mail Server: outlook.office365.com
   • Outgoing Mail Server (SMTP): smtp.office365.com
7. Click Sign In.
8. Choose Mail (and Notes if desired) and click Done. Mail will then sync all folders and messages from the Hotmail account to the Mac, making them available offline.

3. If using Outlook for Mac with Outlook.com

• When adding the account, always choose the Outlook.com/Microsoft 365/Exchange option if available, not a generic POP/IMAP provider. This ensures modern authentication is used.
• If sign-in still fails in Outlook but works in Mac Mail or a browser, continue using Mac Mail to download and retain a local copy of all messages.

4. POP vs IMAP for full local copies

• IMAP (recommended): keeps folders in sync with the server while maintaining local cached copies on the Mac.
• POP: downloads mail and can remove it from the server depending on settings. Use only if a one-time full download and local archive is needed and server cleanup is acceptable.

Once configured with IMAP in Mac Mail, leave the app open and connected until all folders and messages have finished downloading.

References:

• Set up email in Mac OS X Mail
• Outlook and other apps are unable to connect to Outlook.com when using Basic authentication
• Modern Authentication Methods now needed to continue syncing Outlook Email in non-Microsoft email apps