Hotmail may have been a hot commodity nearly 20 years ago, back when “The Rachel” haircut and Air Jordans were all the rage, but there’s no denying Google’s Gmail has become the go-to mode of communication for the more than 425 million users it caters to.
Despite the sheer level of integration with the Google ecosystem and the downright awesomeness it exudes though, Gmail has been known to catch a case of the Mondaysfrom time to time, occasionally suffering from widespread outages that cripple the bevvy of users who solely rely on the cloud-based service for all their work-related and personal needs.
Thankfully, there is more than one way to back up your Gmail account and associated emails should the service falter or delete your data due to a software bug (it has happened).
- Gmail is getting a major visual change, but you can opt out
- How to record your screen on a Mac
- Here’s how much you save by signing up for Apple One
Here’s our comprehensive guide on how to back up your Gmail account so you’ll never have to worry about access your email directory or the cloud giving you trouble in those dire times when you need it most. Additionally, check out our quick guide on how to get the most of Gmail.
Back up using desktop email clients (Windows/Mac OS X/Linux)
In today’s constantly-connected world of communication, everyone has a desktop email client. Perhaps you’re using the mail application that came pre-installed on your Mac, or maybe the bundled version of Microsoft Outlook you recently picked up, or less likely, the downloaded version of the Mozilla-based Thunderbird. Whichever email client you choose to use, each allows users to download messages directly from Gmail’s servers onto your computer thanks to various email-retrieval protocols like POP and IMAP.
Keep in mind you will be required to input an application-specific password the first time a client asks for your login credentials if using Google’s two-step verification. Regardless, follow the instructions below to enable the IMAP protocol within Gmail while using the standard view of the email client.
Step 1: Access Gmail settings —Navigate and sign in to your Gmail inbox. Afterward, click the gear icon in the top-right corner the page, beneath your profile image, and selectSettingsfrom the resulting drop-down menu.
Step 2: Enable IMAP —Click the Forwarding and POP/IMAP tab located in the top navigation bar and select the bubble directly left of Enable IMAP within the IMAP Access section. Afterward, click theSave Changesbutton at the bottom of the page to apply the new settings.
Back up using Thunderbird (Windows, Max OS X, Linux)
Step 1: Download, install, and launch Thunderbird — Assuming you don’t have Thunderbird already, navigate to theThunderbird download page,and click the green download button to obtain the free email application. Afterward, launch the installer, follow the installation wizard instructions and open the program when finished.
Step 2: Add your Gmail account — Once opened, select theEmailoption within the Accounts section and click the graySkip this and use my existing emailbutton in the bottom-left corner of the resulting pop-up window. Afterward, enter your name, Gmail address, corresponding password, and click the grayContinuebutton at the bottom of the window. Click theDonebutton when finished and occasionally launch Thunderbird to ensure you’re always up-to-date with the latest emails.
Back up using Apple’s Mail app (Mac OS X)
Step 1: Access account settings — Launch the Mail application, click theMailmenu in the main application taskbar, and selectPreferencesnear the top of the resulting drop-down menu. Afterward, click the Accounts tab in the top-left corner of the resulting window.
Step 2: Add your Gmail account — Click the the addition button in the bottom-left corner of the tab, select Google from the list of available mail accounts, and enteryour name, Gmail address, and corresponding password before clicking the flashingSet Upbutton in the bottom right-corner of the window. Afterward, select the Mail app and click the flashingDonebutton in the bottom-right corner. Additionally, make sure to occasionally launch Mail to ensure you’re always up-to-date with the latest emails.
Back up using Outlook (Windows)
Step 1:Access account settings — Launch Microsoft Outlook, click the orangeFilemenu in the top-left corner of the application, and click theAdd Accountbutton near the top of the Info pane accessible from the left-hand navigation column.
Step 2: Add your Gmail account — Select the bubble directly left of the E-mail account option and enteryour name, Gmail address, and corresponding password. Click the grayNextbutton at the bottom followed by theFinishedbutton when done. Also,occasionally launch Outlook to ensure you’re always up-to-date with the latest emails.
Back up using Gmail Backup (Windows)
Despite lacking a recent build in more than four years, Gmail Backup remains one of the best solutions for automatically downloading and saving emails in a format readily-accessible using most email clients.
The downloadable program is free and open-source, and though it lacks resources for labeling and organizing emails, the application is coupled with additional tools for restoring your Gmail mailbox should lose your data or need to migrate clients.
In addition, it wipes your login credential when after downloading the requested emails, allowing other users to utilize the program without compromising your security. It’s not as quick or fully-featured as a dedicated email client, but it still offers access to all your emails regardless if you’re connected to the Web.
Step 1: Download, install and launch Gmail Backup —Assuming you don’t have Gmail Backup already, navigate to theGmail Backup download pageor the Softpedia download page, select the appropriate file for your system — the most recent build is release 0.107 — and follow the on-screen installation instructions. When the installation is complete, launch the program.
Step 2: Backup your emails — Once opened,enteryour Gmail address, corresponding password, and select a save location for the resulting files using the grayDirectorybutton on the right-hand side of the window. Afterward, choose your desired date range for the emails you wish to backup and click the grayBackupbutton at the bottom of the window.
Step 3: Wait — Allow Gmail Backup to download and save the resulting EML files. The process can take anywhere between 5 minutes to an upwards of an hour depending how many emails the program needs to comb through, but when finished, you’ll be able to access the email backups from the folder in which you saved them.Email clients like Outlook and Thunderbird, as well as Web browsers like Internet Explorer, should have little trouble opening the file format.
Backing up using other third-party services
Whether you dislike Mozilla and Microsoft offerings, refuse to use a severely-outdated program, or simply prefer to use an alternative method to those above, there’s a variety of different third-party services posed to quench your desire for backing up your Gmail data. Some are rather arcane and difficult to utilize, such as the freemium command-line utility Fetchmail, while others services — most notably Backupify — offer a simple means of downloading content from a wealth of online service for a small monthly fee. Below are a few of our favorites currently on the market.
- Fetchmail(Windows/Mac OS X/Linux) — Free
- Backupify(Web-based) — $3 a month
- Gmvault Gmail Backup (Windows/Mac OS X/Linux) — Free
- How to take a screenshot on your Mac: the best methods in 2023
- Big tech firms are teaming up to banish passwords for good
- How to clear cache on your Mac or MacBook
- How to record your screen in Windows 11
- How to check your PC’s specifications on Windows 10
Method 1. Save Gmail Emails to a Hard Drive Using Google Takeout. Google Takeout is a built-in service provided by Google to back up Gmail emails to the hard drive. It enables users to export and download content from their Google account, including but not limited to email, documents, calendar events, and photos.How do I backup my Gmail content? ›
- Log into your Google account. You can login here.
- Head to the Data and Personalization area.
- Scroll down and click “Download, delete, or make a plan for your data.”
- Click Download your data.
- Choose Mail (and any other categories you want to download. ...
- Decide how to download messages.
Method 1. Save Gmail Emails to a Hard Drive Using Google Takeout. Google Takeout is a built-in service provided by Google to back up Gmail emails to the hard drive. It enables users to export and download content from their Google account, including but not limited to email, documents, calendar events, and photos.How do I backup my Gmail to an external hard drive? ›
- Sign in to your Google account. ...
- Scroll down the menu and click on Download your data.
- Click the Deselect all.
- Click on All Mail data included.
- In the pop-up window, click Send download link via email from the drop-down menu.
- Now click Create Archive.
- On your computer, go to Gmail.
- Open the email.
- Click More .
- Click Download message.
Gmail Backup Tool allows the user to take a full backup of his account by downloading all the mailbox items in the PC. Gmail Backup Tool Details. Gmail Backup Tool Community. Product Description. Gmail Backup Tool allows the user to take a full backup of his account by downloading all the mailbox items in the PC.How do I download and backup all my Gmail emails? ›
Is there a way to download all emails from Gmail? Yes, you can download your Gmail data in a few simple steps. Go to takeout.google.com to get to your data page, then choose the mail option, then choose the destination, frequency, and file type. After that, click create export and you can review your files.How do I save all my Gmail emails to a flash drive? ›
Steps to Save all Gmail Emails to Flash Drive
You have to select the mailbox folder to export. Choose the Saving option from the drop-down menu to save Gmail email to a flash drive. Click on the Filter options to export selective data by Data Range, From, To, and Subject.
- Go to https://takeout.google.com/ and login if necessary.
- Click on Deselect all if you only wish to download your Gmail data.
- Scroll down to find Mail and check the box.
- Scroll to the bottom of the page and click Next Step.
- Choose “Send download link via email”.
If you're using Gmail as your email client, then you don't need to look further. Google Drive is closely integrated with Gmail, as both are owned by Google. You can directly save your Gmail emails or email attachments directly to Google Drive without even leaving your email page.
In the "Forwarding" section, click Add a forwarding address. Enter the email address that you want to forward messages to. OK. A verification message will be sent to that address.How do I save all my Gmail offline? ›
- Go to Gmail offline settings.
- Check "Enable offline mail."
- Choose your settings, such as how many days of messages you want to sync.
- Click Save changes.
With the Google One Storage Management Tool, you can review and free up storage space by deleting emails in your trash, spam emails, or emails with large attachments.How do I download all emails to my hard drive? ›
Select File > Open & Export > Import/Export. Select Export to a file, and then select Next.How do I recover all data from Gmail? ›
You can also find this option at the left of the user's account page, under More . Select the date range for the data you want to restore, from within the last 25 days. Select the type of data you want to restore: Gmail. Click Restore.
- Login to your Gmail account and click on Settings.
- Next, click the Accounts and Import option.
- After that click on the Add a mail account option.
- Put the email address which you would like to add.