A Beginner's Guide | How to Backup Gmail Emails in Multiple Formats

Both personal and professional lives heavily rely on email. One of the most widely used services, Gmail frequently contains year worth of priceless discussions, attachments, and significant documents. It might be distressing to lose access to this data. Making a backup of your Gmail emails is, therefore, a wise move.

This tutorial will show you how to easily backup your Gmail emails in a variety of formats. Being extremely technical is not necessary. You will know which techniques work best for you in the end.

Why Backup Gmail Emails?

Before using the procedures, it is vital to understand the benefits of maintaining a backup.

Accidental deletion- Emails may be accidentally deleted.

Hacking or illegal access- Data loss may result from security lapses.

Service problems- Although they are uncommon, outages and account lockouts do occur.

Storage management - Data security and space optimization are achieved through backups.

Peace of mind comes from having a copy saved locally or in another format.

Different Formats for Gmail Backup

Gmail emails can be stored in a variety of file types. Each has a distinct function.

PST- Microsoft Outlook is used.

MBOX- Thunderbird and other email clients are compatible.

EML- Stores every email as a separate file that is simple to transfer or share.

PDF- Ideal for legal documents and records.

MSG- Saves individual emails with attachments, particularly to Outlook.

How you intend to use or access your emails in the future will determine which format is best for you.

Manual Ways to Backup Gmail Emails

Google Takeout

Google Takeout is the official Google data exporting tool. You can download your emails in MBOX format by choosing Gmail.

Actions to take-

Visit Google Takeout

Choose Gmail.

Select the MBOX export format.

When the archive is available, download it.

Limitation- All you receive are MBOX files, which can only be opened with compatible email applications.

Save Emails as PDFs

Emails in Gmail can be manually opened and then saved as PDFs using the print option.

Actions to take-

Launch Gmail and open the email.

Select the printer icon.

Select Save as PDF.

Put it on your PC.

Limitation - Only individual emails are compatible; bulk backups are not.

Smarter Option-Backup Gmail Emails in Multiple Formats

A specialized Gmail backup solution is something to think about if you want multiple formats without complicated tasks. For instance, you can easily download Gmail emails in PST/MBOX/EML/MSG or PDF formats with an application like GainTools Gmail Backup. All you have to do is select your format, log in, and export. Additionally, it enables selective backups, allowing you to preserve particular folders or time periods rather than the entire thing at once.

This method is less error-prone/quicker and easier to use. Because it saves time and allows for control over data storage, many novices prefer it.

How to Backup Gmail Emails in Multiple Formats

• Download the application Gmail Backup.
• Enter the login credentials.
• Add the Files or Folders.
• Pick the output format like PST/MSG/EML/MBOX and more.
• Decide on the location where you will save it.
• Hit the Backup Now Tab.

Sum up

Gmail email backup does not have to be difficult. Whether you use Google Takeout, an email client, or a backup solution to safeguard your data, the goal is always the same. Using a Gmail backup tool can save you time and effort if you want simplicity and different formats.

Your mailbox is important. Take good care of it now so you do not have to worry about losing it later.