Know How to Backup Gmail Account Mails Locally?

Recently, many users have asked questions about how to backup Gmail account mails for security. If you are experiencing the same problem, this article can help you. Here will share with you 3 effective methods to backup your Gmail account and save mail on your local computer for offline access and security purposes.

Why Backup Gmail Account Mail?

As a free email service developed by Google, Gmail allows you to backup email on the Web. However, whether you want to back it up on the web or access it in offline mode, you need to backup your Gmail account mails on the system first.

Also, due to the limited space available of 15 GB, if Gmail’s storage space is too large, you will need to backup your Gmail email. Once Gmail’s capacity is too large, the service may not operate normally and the likelihood of data loss will increase. Therefore, it is highly recommended that you backup your data on secondary storage.

Method 1: Use Google Takeout to Backup Google Account Data

Following is the process to use Google Takeout to backup Gmail account mail:

Step 1: Sign in to your Google account. Then, click on “Manage your data and personalization” button.

Step 2: Scroll down the menu and click Download your data.

Step 3: Click to deselect all. Then scroll down and select Mail.

Step 4: Click all included email data. After that, a window will appear, deselect “Include all mails in message” and click “OK”.

Step 5: In the pop-up window, click the Send download link via email from the drop-down menu. After that, you can choose the format of the file to download. Well, you can also choose other shipping methods as needed.

Step 6: Now click on Create Archive. You will then receive a message informing you that the archive is being created.

The method above only stores email backups in MBOX format. You can access your e-mail at any time using a desktop-based e-mail client that supports MBOX.

Method 2: Backup Gmail account email via MS Outlook

If you have an Outlook account, you can also try this method. Here’s how to backup email via MS Outlook:

Step 1: Sign in to your account. Then hover over the “Settings gear” icon and select “View all Outlook settings” from the drop-down menu.

Step 2: Navigate to Gmail > Sync Email.

Step 3: In next pop-up window, enter the display name you want to use. Then select “Connect your Google account” to import emails from Gmail and create a new folder for the imported emails. Then click “OK”.

Step 4: After that, select the Gmail account which you want to import.

Step 5: Enter the Password and then click Allow if prompted.

After completing all the steps above, your Gmail email will be converted into a PST file so you can easily download it to your hard drive.

Method 3: Backup Email in PDF file format

You can backup Gmail emails as PDF files to your PC hard drive. It is easy to operate. This is a quick guide on how to save Gmail emails as PDF files to your hard drive.

Step 1: Log into your Gmail account and open the email which you want to save as a PDF.

Step 2: Then go to the print all icon in the top right corner and click it.

Step 3: After clicking the print all icon, a pop-up window with print options will open. You can adjust all the settings by clicking the “Print” button as needed. After that, the Gmail email will be saved as a PDF file.

That’s it you are done with the backup of Gmail account mails in PDF format. But, the process will save only a single email in a turn.

In case if you need to backup multiple emails then this method fails to do the job. So it is recommended to use other workarounds such as Gmail backup tool. It will help you to take the backup of Gmail account in multiple formats such as PST, MBOX, PDF, EML, and MSG formats, etc.


The above blog explains the best possible ways to backup Gmail account mails on a local computer in the easiest way. You can use any method to take the backup or use an automated tool to make the task easy. The automated tool not only provides backup of mails but also of contacts, calendars, and documents. Additionally, it also provides a folder filter option to take backup of selective mails from Gmail account.

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