Home How to Backup Gmail Data: 3 Methods

How to Backup Gmail Data to Your Computer

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Written ByMariya Beckham
EJ
Reviewed ByEdwin J. Hoffer
Published OnJune 5, 2020
Reading Time4 Min Read
Quick Answer. Google Takeout exports Gmail mail as a free archive. Backup software saves PST, MBOX, EML, MSG or PDF files. Delta backup saves only new mail on later passes. Download message saves one email as an EML file.

Which Way to Backup Gmail Fits You?

Gmail stores your mail on Google servers and gives you no local copy. Backup Gmail mail to a drive that you control and you own a second copy.

MethodFormatCostUse case
Google TakeoutMBOX in a ZIP or TGZ archiveFreeOne time archive or a scheduled export
Gmail Backup ToolFive formats, including PSTPaid after demoDate filters and repeat backups
Download messageEMLFreeOne email at a time

How do You Backup Gmail With Google Takeout?

Method #1: Google Takeout (Free)

Who it suits. Users who want a free archive of the full mailbox. Extra application. None.

  1. Open Google Takeout and sign in with the Gmail account.
  2. Select Deselect all, then tick Mail.
  3. Select All Mail data included if you want only some labels.
  4. Select Next step and choose the delivery method, the frequency and the file type.
  5. Select Create export and download the archive when Google sends the email.

Google states that you can create a one time archive or schedule an export every 2 months for one year. Archives expire after about 7 days and you can download an archive 5 times.

Takeout cannot export Gmail by time period, per the same Google page. Tgz archives need extra software on Windows, so select ZIP if you are unsure.

Read what Google Takeout includes before you start.

Can a Gmail Backup Tool do More Than Takeout?

Method #2: Gmail Backup Tool (Paid After Demo)

Who it suits. Users who need PST output, date filters or repeat backups. Extra application. Gmail Backup Tool.

Gmail Backup Tool saves Gmail mail as PST, MBOX, EML, MSG or PDF. Contacts export as VCF and calendar events export as ICS.

  1. Start the software and sign in through the Google consent screen.
  2. Select the folders and set the date filter.
  3. Select the saving format.
  4. Set the destination folder and select Start.

The delta option saves only new items on later passes. Delete After Download works with PST output only. The Windows demo saves up to 100 emails.

Free Gmail accounts work with the software. Google Workspace accounts need a different tool, so read how to export G Suite emails.

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Can You Backup One Gmail Message?

Method #3: Download Message (Free)

Who it suits. Users who need a copy of one important email. Extra application. None.

  1. Open the email in Gmail on a computer.
  2. Select the three dots menu.
  3. Select Download message or select Show original and then Download original.
  4. Open the EML file in Outlook, Thunderbird or Apple Mail.

Need the attachments only? Read how to extract all attachments from Gmail.

Need a PDF copy of a conversation? See how to save a Gmail thread as PDF.

When should You Backup Gmail?

  • Schedule a Takeout export every 2 months, the interval that Google sets for scheduled exports.
  • Store the archive on a drive other than your PC.
  • Open the archive once to confirm the mail is readable.
  • Check your Gmail storage limit before you delete mail to save space.

Storage policy. Google states that content can be removed from Gmail, Drive and Photos when an account stays over quota for 2 years or longer. Download your mail first.

Frequently Asked Questions

How can You Backup Gmail Data to Your Computer?

Use Google Takeout for a free archive or a backup tool for five output formats.

Is Google Takeout a Full Gmail Backup?

Takeout exports the mail you select. Google states that exports by time period are not available for Gmail.

How Long do Takeout Download Links Last?

Google states that archives expire after about 7 days and that you can download an archive 5 times.

Can You Schedule a Gmail Backup?

Yes. Takeout schedules an export every 2 months for one year. The delta option saves only new items on later passes.

Which Format Suits Outlook Users?

PST suits Outlook users. The software saves PST directly. Takeout gives MBOX files that need conversion.

Does Gmail Backup Tool Work With Google Workspace Accounts?

No. The vendor page lists free Gmail accounts. Google Workspace accounts need a different tool.

Why Backup Gmail When Google Stores the Mail?

A backup protects you from a lost account, a deleted message and the 2 year over quota policy.

Author's Verdict

Backup Gmail with Google Takeout for a free archive that you create once or on a schedule.

Use the backup tool when you need PST output, date filters or repeat backups.

Key Takeaways

  • Takeout is free and exports MBOX files.
  • Backup software saves five formats.
  • Test your backup by opening it once.

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