Top 4 Ways to Backup Old Gmail Emails (with Images)

Backing up emails in Gmail is always a wise option for users, for both individual and business purposes. Here are 4 reliable ways for you! You can get one that suits you best!


By Maggie Updated on August 28, 2023

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Reasons to backup Gmail

Gmail stands as a highly popular email platform, renowned for its robust security and dependable authentication system, making it a favored choice among users. It's often pre-installed on Android devices and widely used across the globe by mobile phone users.

Gmail Emails

Moreover, Gmail's prevalence extends to workplaces and educational institutions. The suite of productivity tools it offers, including Google Drive, Docs, and Sheets, empowers users to effectively store their files through email.

Given this, it's crucial to grasp how to backup old Gmail emails. This practice offers several notable advantages, including:

1. Liberating storage space.
2. Safeguarding vital emails and making room for new files.
3. Facilitating access to Gmail old emails anytime and from anywhere.

How to backup old emails in Gmail

Solution 1. Download your Gmail emails

While this approach might take some time and effort, it provides the advantage of selectively saving only the particular emails you need, rather than downloading a large archive file. However, keep in mind that if you aim to preserve a substantial number of emails, it could require more involvement. Here's the process you can follow:

Step 1. Open your Gmail inbox, select the email you wish to backup and open it.

Step 2. Click on the drop-down menu located in the top-right corner.

Step 4. From the menu, locate Download message to backup Gmail Emails locally.

Choose Download Message

Once you have selected Download message, the process is complete, and the specific email will be saved on your computer. Simply check the download folder to locate the file containing the saved email.

Solution 2. Via Google Takeout tool

Another alternative is to make use of Google Takeout, an important project created by the Google Data Liberation Front. By using this tool, you can export your data and create a downloadable archive file, which could be in formats like RAR or 7Zip.

Step 1. Go to Google Takeout and sign in to your Google account.

Step 2. Click on Deselect All under Select data to include.

Deselect All

Step 3. In the pop-up window, choose the data you need to backup old Gmail emails. Scroll down to choose the Next Step.

Step 4. Choose Send download link via email, and select Export once. Under File type & size, select .Zip as the file type and choose the minimum file size under File size.

Send Download Link Via Email

Step 5. Finally, click on Create export.

Click on Create Export

Once you have clicked on Create export, Google Takeout will begin creating your zip file. It may take a minute or two before you receive the link to download your data. 

Solution 3. Use the MS Outlook tool

How to backup old emails in Gmail? Another method to save your Gmail emails is by using MS Outlook. However, before you can sign in using MS Outlook on your PC, you must log in to your Gmail account. Here's what you need to do.

Part 1. You need to add your Gmail to the Outlook Desktop app first.

Step 1. To save an email from MS Outlook, open the email and click File > Add Account.

Add Account

Step 2. Enter your Gmail email account and click on Connect. Then, enter your Gmail email password, and press the Connect button again.

Step 3. Now you must have successfully log in your Gmail email account on the Outlook desktop client. The next part will show you how to backup old Gmail emails.

Part 2. Now follow the below tutorial to backup old Gmail emails.

Step 1. Click your Gmail on the left and then select the old Gmail emails that you want to save.

Step 2. Navigate to File > Open & Export > Import & Export.


Step 3. Choose Export to a file and click Next.

Export for a File

Step 4. Select Outlook Data File (.pst), and click Next.

PST File

Step 5. Choose the Inbox folder to export from. Also tick the Include subfolders checkbox and tap Next.

Step 6. Browse and choose you’re location to save your Gmail emails.

Save PST File

Solution 4. Transfer via third-party software (recommended)

If you think the above three methods of backing up Gmail emails are complicated and time-consuming, a professional and simpler solution is available to you. AOMEI Backupper Professional is an excellent choice to backup Gmail emails. Its Outlook Backup feature can help you backup the desktop version of Outlook, which supports Microsoft 365, Gmail, Yahoo, iCloud, and Exchange emails.

When you plan to add email accounts from third-party software live Gmail, iCloud, or Yahoo to Outlook, you need to configure some settings before you start the backup process. Sounds complex? No, it’s quite easy, and I will show you how to do it right now!

To enable IMAP access for your Gmail account, follow these steps:

Go to
Click on the settings wheel, then select Settings.
Select Forwarding and POP/IMAP.
Under IMAP Access, ensure that Enable IMAP is selected.

Then please download AOMEI Backupper via the below free link.

Download Free Trial Win 11/10/8.1/8/7/XP
Secure Download

Step 1. Add your Gmail account to Outlook and close it. Then, open AOMEI Backupper Professional.

Step 2. Click on Backup and select Outlook Backup.

Outlook Backup

Step 3. Click Add Outlook Data, choose the account you want to back up, and then click OK.

Add Gmail

Step 4. Select a destination to save all your Gmail emails in Outlook.

Select Backup Destination

Step 5. After verifying your settings, click Start Backup to backup old Gmail emails.

Wrap it up

Backup old Gmail emails can be executed via 4 efficient ways, namely, you can download the old emails directly, you can backup via Google Takeout, MS Outlook tool and reliable third-party software, like AOMEI Backupper. This software is versatile and has high compatibility. If you are a Server user, please try the AOMEI Backupper Server.

Maggie · Editor
Maggie is a technical editor from AOMEI and troubleshoots technical problems against data protection. She has received professional and systematic technical training. With a focus on user experience, security, and problem-solving, she always puts herself in the readers' shoes and provides them with valuable technical insights.