How to Download Emails from Gmail [2022 Update]

There are many reasons why you might want to download all of your emails from Gmail. Maybe you’re losing a member of your team and need to create an archive of their email history. Or, perhaps you’re switching jobs and need to keep a record of old emails.

Whatever the reason, it’s important to know that this is possible with Gmail – it’s very easy to do and doesn’t require much tech knowledge.

If you need to know how to download specific gmail emails in bulk then please go to the end of this article where we show you the 5 step process.

How to Download your Emails from Gmail [6 Step Process]:

Step 1. Head over to Google Takeout by following this link.

Step 2. Deselect all in the top right-hand corner.

Step 3. Scroll down the page until you see Mail, and then check the box to select.

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

Step 5. From there, you can choose whether to include all mail or specific labels.

Step 6. You’re then ready to move onto the delivery method and file type.

Choosing the Delivery Method for your Downloaded Emails

There are many options for the delivery method when downloading emails from Gmail.

  • Send download link via email
  • Add to Google Drive
  • Add to Dropbox
  • Add to Microsoft OneDrive
  • Add to Box

As you can see, all of the most popular methods are there, so you shouldn’t have a problem.

Here is a quick walkthrough for the 3 most popular delivery methods:

1. How to Send a Download Link via Email

Step 1. When you see the Delivery Method option, you need to select Send download link via email.

Step 2. Choose Create Export.

Step 3. You will now receive an email. Select Download archive.

Step 4. Follow the final few instructions, and you will now have your data.

2. Adding to your Google Drive

Step 1. When you see the Delivery Method option, you need to select Add to Drive.

Step 2. Choose Create Export.

Step 3. You should now receive an email. Select View in Drive, and you will now see a folder with all your data organized for you.

Step 4. Select Download to access all your data.

3. Adding to Dropbox

Step 1. When you see the Delivery Method option, you need to select Add to Dropbox.

Step 2. Choose Link accounts and create export.

Step 3. You should now get directed to Dropbox. Once you’re there, sign into your Dropbox account.

Step 4. When prompted, you should see a window for Google Download Your Data to access the apps folder within Dropbox. Choose Allow.

Step 5. You will then receive an email. Choose View in Dropbox. This will direct you to the Dropbox folder that houses your data.

Step 6. Simply follow the instructions there and download your data.

What Export Types Are There for Downloading Emails From Gmail?

One-time Export – this creates a single archive of the data you have selected. Typically, this is best if the account is not going to be used again. An example might be when you have an employee that leaves, or you change your email address.

Scheduled Export – with the scheduled option, you will automatically create an archive of your selected data every 2 months for an entire year. Just don’t forget to set it up again after a year.

What File Types Are There for Downloading Emails From Gmail?

Zip files – the best option as they can be opened on almost any computer.

Tgz files – be wary as you may need additional software to open these files.

And there you go – you have now created an export of your emails from Gmail.

How to Download Specific Gmail Labels In Bulk

Follow the procedure below to download email-specific Gmail labels

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

Step 2: Scroll down to the Mail section and make sure all Mail is enabled.

Step 3: Click all mail data included which will open the page below.

Step 4: Choose select labels. But before you do that, ensure that the labels you want to download are under the select labels icon.

Step 5: Click OK once done.

The next step is to pick a delivery method. We’ve discussed how to do that in the section above. Follow the steps for the method you’ve chosen.

Download Emails in Gmail FAQ:

How do I save emails from Gmail to my computer?

Downloading Gmail emails to your PC comes in handy when you’ve reached the 15 GB limit. This allows you to store your emails on secondary storage like your computer hard drive.

There are multiple methods on how you can do this. But in this guide, we’ll give you the most popular option.

Unfortunately, this method only allows you to save individual emails. But, it will preserve all your images and formatting as well as the attachments.

Here’s a brief process on how it works:

  1. Log into your email and choose the email you want to save. Click more.
  2. Click the download messageand save it on your computer.

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

Downloading Gmail email to an external hard drive doesn’t have a unique process.

Typically, you’ll do that from the Google Takeout page as discussed above. The only difference is that you’re limited to only one delivery method – the “send a download link via email” option.

Once you’ve followed the exact steps we gave above, finish by exporting the data to an external hard drive.

But if you want a simpler option download emails as PDFs and save them on an external hard drive:

This option is more of a “DIY” method since your emails will end up looking like you printed them on a color printer. Also, note that you can only save one email at a time.

Here’s a step-by-step process.

1. First, log in to your Gmail account and select the email you want to save.

2. Inside the email, click on the print all icon at the top right side of the page.

3. The action will open a new tab requesting to print the email. On the destination icon, click the drop-down menu and change it to save as PDF.

4. Next, click Save. Then, navigate to where you want to save your emails. This saves the email with a . PDF extension.

5. Finally, export them into an external hard drive as PDF documents.

How to Download Gmail Emails With Attachments?

Most options for downloading emails don’t allow you to keep attachments. The only option we recommend is using a third-party email service.

Some services even allow you to set up automatic email forwarding, meaning your emails will be backed up on autopilot.

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

To save your conversations before deleting an email, put them into an archive. Follow the same process as discussed earlier since you’ll only be able to access it via a link. This means that you can also choose to save the archive on Dropbox, Google docs, and one drive.

Why is it recommended to download Gmail emails?

You might want to download Gmail emails for a couple of reasons.  For example, you might be changing jobs, stopping to use an email account entirely, or want to protect yourself from piracy issues.

Whatever the case, the process allows you to protect important emails by keeping them in a safe place.

Can I keep my labels or folders after downloading?

Yes, you can. But you have to do it individually. To do this, download the labels’ MBOX files and import them into distinct folders.


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