Top 2 Ways to Backup Gmail Emails to Outlook

You can learn why need to backup Gmail emails to Outlook and two top ways to solve this problem, and finally learn a way to backup your Gmail emails to prevent data loss.


By Miya Updated on July 7, 2023

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Why need to backup Gmail emails to Outlook?

Many email users rely on cloud-based email services like Gmail, Outlook, and Yahoo Mail, which offer web access to email messages from anywhere with an internet connection, making it crucial to maintain backups of email data to prevent potential data loss or malware attacks. Although email services are generally secure, the risk of losing emails due to various reasons still exists, as evidenced by past incidents where some Gmail users lost all their emails. 

Backup Gmail Emails to Outlook

Backing up Gmail emails to Outlook regularly is an almost essential practice to mitigate this risk, among other benefits such as having a full-screen view for email composition and a small image gallery and photo viewer in Outlook, higher file attachment limits in Outlook (up to 100MB compared to Gmail's 25MB), and larger storage capacity in Gmail (15GB) compared to Outlook's free storage limit of 5GB.

Tip: If you are interested in how to backup Outlook emails to Gmail, please go to the linked article.

How to backup Gmail emails to Outlook with 2 methods

After understanding the importance of backing up Gmail emails regularly, we are going to introduce two top methods to teach you step by step how to backup Gmail emails to Outlook in this section.

Method 1. Add your Gmail account to Outlook

Before importing your email to Outlook, make sure you have your Microsoft 365 user ID and password on hand. Additionally, ensure that you have the Outlook app installed and add your Office 365 mailbox to Outlook.

Step 1. Launch the Outlook application, such as Outlook 2013 or 2016, and you will see a top ribbon with the left corner showing the File option, as depicted below:

File Option

Note: To access the Import/Export wizard, you must use a version of Outlook that displays the File option in the left corner of the top ribbon. If your Outlook ribbon lacks this option, you may not be using an installed Outlook app on your computer. Check out How to get the Outlook app for guidance.


Step 2. Within the Outlook app, select File and then click Add Account.

Click Add Account

Step 3. On the Auto Account Setup page, provide your name, Gmail address, and Gmail password (or app password), and select Next.

Select Next

Note: If the configuration process fails to complete and prompts you to enter your username and password for the server, click Cancel and re-enter your app password to ensure there are no typos.

Step 4. Click Finish to complete the process. Outlook will sync with your Gmail account, and your Gmail emails will appear in Outlook, located just below your Microsoft 365 mailbox.

Click Finish

If this method does not solve the issue that backup Gmail emails to Outlook, please continue reading below.

Method 2. Manually transfer Gmail emails to Outlook

This method can export Gmail to PST with Outlook. To connect your Gmail account to Outlook using IMAP, you'll need to follow these steps:

Step 1. Open your Gmail account and click on the gear (Settings) icon located in the top right corner. From the dropdown menu, select See all settings.

Select See All Settings

Step 2. From the Settings page, select Forwarding and POP/IMAP. Next, enable IMAP and click Save Changes.

Click Save Changes

Step 3. Launch Outlook, navigate to the File menu, and select Add account. Then, in the account settings window, enter your Gmail account details, including your name, username, and password.

Navigate to the File Menu

Step 4. Proceed with the remaining steps to complete the setup process. And importing your Gmail data to Outlook, select the File menu, followed by Open & Export, and then Import & Export.

Select Import Export

Step 5. Choose Export to a file and then click Next.

Choose Export to A File

Step 6. Select Outlook Data File (PST) and click Next

Select Outlook Data File

Step 7. Choose the account that you previously synced with Gmail.

Choose the Account

Step 8. Select the folders and subfolders containing the emails you want to export to the PST file, ensuring that all emails from your Gmail account are included. Once you've selected the appropriate folders, choose the destination path for the resulting PST file and proceed with the export process to backup Gmail to Outlook.

Backup Gmail emails in Outlook to prevent data loss

It is important to keep the backup of your Gmail emails to Outlook intact as it enables easier management and unification of your emails. However, it is crucial to note that Outlook data can be easily lost due to disk failure, accidental deletion, or other reasons. To safeguard your data, it is recommended that you utilize the best Gmail email backup software, AOMEI Backupper Professional, which offers the following advantages:

♨ It provides Outlook Backup functionality to back up data in Outlook, supporting emails from various providers such as Microsoft 365, Gmail, Yahoo, iCloud, and Exchange.
♨ It enables you to backup all data in Gmail accounts to various backup destinations, including cloud storage, local disks, external hard drives, USB flash drives, and NAS devices.
♨ You can schedule automatic backups of Outlook folders at Daily, Weekly, Monthly, Event-triggers or USB plug in intervals.
♨ It is compatible with all Windows PC operating systems, including Windows 11/10/8.1/8/7/XP/Vista. Users with servers can utilize AOMEI Backupper Server.

Click the button below to download and install this reliable software on your PC, and follow the graphical steps to backup your Gmail emails easily.

Download Free TrialWin11/10/8.1/8/7/XP
Secure Download

Step 1. Once you've added your Gmail account to the Outlook desktop app, you can begin the backup process. To get started, open AOMEI Backupper Professional and select Backup followed by Outlook Backup.

Outlook Backup

Step 2. Click on Add Outlook Data and choose the Gmail account containing the entire mailbox you wish to back up. Once selected, click OK.

Add Gmail

Step 3. Click on the second box to select a local path, add share or NAS Devices, or Select to a cloud drive to save all Gmail emails in Outlook.

Select Backup Destination

Step 4. (Optional) Activate the daily, weekly, or monthly, event triggers, and USB plug in scheduled backup option. Ensure that the Wake the computer to run scheduled task is selected.

Wake Up PC

Step 5. Verify that you've selected all the Gmail folders, and then click Start Backup to initiate the backup process.

To minimize the backup time and backup image size, you can use incremental backup or differential backup in Backup Scheme. Additionally, you can enable automatic backup cleanup methods to resolve the issue of a full backup disk. This feature allows for the regular deletion of older backup images.


To backup your Gmail emails to Outlook, follow the step-by-step guide provided in this article for easy completion of the task. Afterward, it is recommended that you regularly back up your Gmail emails in Outlook using the best backup software, AOMEI Backupper, to prevent data loss.

Apart from Outlook backup, AOMEI Backupper possesses other exceptional features such as clone and sync. With the Sync feature, you can easily transfer files from old HP to new HP on Windows 11 or vice versa. Download the software now and give it a try!

Miya · Editor
Miya has an excellent insight and receives professional and systematic technical training since joining AOMEI. She has a comprehensive understanding of computer issues, aiming at helping users troubleshoot all kinds of problems. A lot of computer users around the world have found her articles very helpful!