How to Download Emails from Gmail [2023 Update]

Video how to download multiple emails from gmail

Have you ever wondered how to download all your emails from Gmail? There are various reasons why you might want to do this. For instance, you may need to create an archive of a team member’s email history before they leave the company. Or perhaps you’re changing jobs and want to keep a record of your old emails. Whatever the reason, the good news is that it’s a simple process that doesn’t require much technical knowledge.

The Step-by-Step Process to Download Gmail Emails

To download your emails from Gmail, follow these six easy steps:

Step 1. Visit Google Takeout by clicking this link.

Step 2. In the top right-hand corner, deselect all options.

Step 3. Scroll down to find the “Mail” option and select it.

Step 4. Click on the “All Mail Data included” option.

Step 5. Choose whether to include all mail or specific labels.

Step 6. Determine the delivery method and file type.

Choosing the Delivery Method for your Downloaded Emails

When it comes to the delivery method for downloaded emails, you have several options, including:

Sending the download link via email
Adding the emails to Google Drive
Adding the emails to Dropbox
Adding the emails to Microsoft OneDrive
Adding the emails to Box

As you can see, all the popular methods are available, so you can choose the one that suits you best.

Here’s a quick guide to the three most popular delivery methods:

1. Send a Download Link via Email

Step 1. When selecting the delivery method, choose “Send download link via email.”

Step 2. Click on “Create Export.”

Step 3. You will receive an email with a link. Select “Download archive.”

Step 4. Follow the instructions in the email to download your data.

2. Add Emails to Google Drive

Step 1. Choose “Add to Drive” as the delivery method.

Step 2. Click on “Create Export.”

Step 3. You will receive an email. Select “View in Drive” to access the folder with your data.

Step 4. Click “Download” to access all your data.

3. Add Emails to Dropbox

Step 1. Select “Add to Dropbox” as the delivery method.

Step 2. Click on “Link accounts and create export.”

Step 3. Sign into your Dropbox account when directed to the Dropbox website.

Step 4. Allow Google Download Your Data to access the apps folder within Dropbox.

Step 5. You will receive an email. Click “View in Dropbox” to find the folder with your data.

Step 6. Follow the instructions in Dropbox to download your data.

What Export Types and File Types Are Available?

You have two options for export types when downloading emails from Gmail:

One-time Export: Creates a single archive of the selected data. This option is ideal when you no longer plan to use the account, such as when an employee leaves or you change your email address.

Scheduled Export: Allows you to automatically create an archive of your selected data every two months for a year. Just remember to set it up again after a year.

When it comes to file types, you can choose between:

Zip files: The best option as they can be opened on almost any computer.

Tgz files: Be cautious, as you may need additional software to open these files.

And that’s it! You’ve successfully exported your emails from Gmail.

How to Download Specific Gmail Labels in Bulk

If you want to download emails with specific Gmail labels in bulk, follow these steps:

Step 1: Open the Google Takeout page for your Gmail account.

Step 2: Scroll down to the “Mail” section and ensure that “All Mail” is enabled.

Step 3: Click on “All mail data included” to access the page below.

Step 4: Choose “Select labels.” Make sure the labels you want to download are listed under the “Select labels” icon.

Step 5: Click “OK” once you’ve made your selections.

After following these steps, choose a delivery method, either the ones mentioned earlier or one that suits your needs.

Download Emails in Gmail FAQ:

Here are answers to some frequently asked questions about downloading emails from Gmail.

How do I save emails from Gmail to my computer?

If you want to save Gmail emails to your computer, follow these simple steps:

Log into your Gmail account and select the email you want to save. Click “more.”
Click “download message” and save it on your computer.

How do I download Gmail emails to an external hard drive?

To download Gmail emails to an external hard drive, follow the steps discussed earlier, but select the “send a download link via email” option as the delivery method. Once you’ve completed the process, export the data to your external hard drive.

Alternatively, you can download emails as PDFs and save them directly to your external hard drive. Simply follow these steps:

Log in to your Gmail account and select the email you want to save.
Click on the “print all” icon at the top right side of the page.
In the print options, change the destination to “save as PDF.”
Click “Save” and choose the desired location on your external hard drive.
Export the PDF files to your external hard drive.

How to Download Gmail Emails With Attachments?

Most options for downloading emails from Gmail do not allow you to keep attachments. However, you can use third-party email services that offer this feature. Some of these services even provide automatic email forwarding, ensuring that your emails are backed up effortlessly.

How can I save all my emails from Gmail before deleting them?

To save your emails before deleting them, archive them. Follow the same process mentioned earlier, as archived emails can only be accessed via a link. You can choose to save the archive on Dropbox, Google Docs, or OneDrive.

Why is it recommended to download Gmail emails?

There are several reasons why you might want to download your Gmail emails. For example:

Changing Positions: If you’re changing positions or jobs, it’s a good idea to download your emails as a backup for legal, professional, and tracking purposes.
Cleaning Up Your Inbox: Achieving inbox zero and having a clutter-free Gmail account can increase your productivity. Downloading emails before deleting them helps you maintain an organized inbox.
Leveraging Cloud Storage: Instead of filling up your Gmail storage, you can use cloud storage services like Google Drive or Dropbox. By downloading your emails, you’ll have a copy that you can shift to the cloud, allowing you to continue sending and receiving emails without incurring additional costs.

The Benefits and Drawbacks of Downloading Emails From Gmail

Let’s briefly explore the advantages and disadvantages of downloading emails from Gmail.

The Benefits:

Changing Positions: It’s always a good idea to have backup copies of your communications when changing positions or jobs.
Cleaning Up Your Inbox: Downloading emails before deleting them helps achieve inbox zero and keeps your Gmail account clutter-free.
Leveraging Cloud Storage: By downloading your emails, you can use cloud storage services and free up space in your Gmail account.

The Drawbacks:

Time Consuming: Downloading and organizing emails can be time-consuming, especially if you have a large number of emails.
Privacy and Security: Take precautions to ensure that your downloaded emails don’t fall into the wrong hands. Encrypting them and storing them in a secure location is recommended.
Compliance: Some industries, such as healthcare and finance, have strict regulations on storing copies of emails. Make sure you comply with any relevant laws or agreements before downloading your messages.

Wrapping Up

Downloading emails from Gmail is a straightforward process that anyone can do. Whether you’re archiving old emails, changing jobs, or simply organizing your inbox, this guide has provided you with step-by-step instructions to help you download your emails efficiently. So go ahead, give it a try, and enjoy the peace of mind that comes with having all your emails safely stored.