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How to Archive Gmail Emails to Hard Drive? Manual Methods

Do you have an excessive amount of email messages stored in your Gmail account? If you answered yes, then we have a solution that will work for you to archive Gmail emails to hard drive. The archiving of them is the most effective way. The majority of Gmail users are not aware that there is an option to archive their inbox in Gmail.

However, what should be done in the event that the user’s Gmail account storage is almost exhausted? It is in your best interest to preserve them locally. In this blog post, we will walk you through a simple and fast approach to archive Gmail emails to hard drive or computer.

Before we begin discussing how to take backup Gmail emails to hard drive, it is important that you have a basic understanding of what the term “Archive” means.

What is Archive Gmail Emails

Archived emails may be stored in one of the several mailboxes available in Gmail. In a nutshell, Archive is like a safe deposit box for your Gmail Inbox’s less important messages. The Gmail account will still have the messages, but they will no longer appear in the Inbox. There is no limit to the amount of time you to archive Gmail emails to hard drive.

To backup Gmail emails to hard drive, just choose the box shown below to archive a single email, or pick many emails and do the same.

But there is a solution that is superior than just archiving all of the emails in Gmail, and that option is to archive Gmail to a hard disc. Since keeping your Gmail messages locally is the most effective approach, you may reduce the amount of space used on your Gmail server. It is recommended to store emails that are not very significant to either the local computer or an external disc rather than the Gmail account directly.

Also Read: How to Import Google Takeout to Another Google Account?

How to Save Gmail Emails to External Hard Drive Manually?

The next paragraph will walk you through the different options to archive Gmail emails to hard drive along with any attachments. There are three distinct manual approaches to doing this.

Export Gmail Emails to Hard Drive as PDF Format

  1. Launch your web browser and enter your user’s name and password to archive Gmail emails to hard drive.
  2. Launch the Gmail email that you want to save locally on your hard drive and click the Save button to save Gmail emails to hard drive.
  3. After that, you will notice a button labelled Print All in the upper right corner; to use it, click on it.
  4. You will see a popup window open in front of you after you click on the symbol that looks like a printer.
  5. First, you should adjust the parameters to suit your requirements, and then you should click the Print button.
  6. The window labelled “Save As” will appear to archive Gmail emails to hard drive.
  7. Select PDF from the list of possible file types to save as, and then click the Save button.
  8. After you have stored the email on your own computer, you can then use the copy and paste function to transfer it to an external storage device.

Also Read: How to Open JPEG Files?

How to Archive Gmail Emails to Hard Drive using Google Takeout

  1. Launch Gmail and sign in to your account using your Gmail credentials.
  2. Then pick Personalization from the menu that appears after clicking on the Manage Your Data Option.
  3. Simply choose the Download option from the drop-down menu that appears when you select that choice.
  4. Now, click the Deselect button, and after scrolling down, select Mail from the drop-down menu.
  5. Then choose the All-Mail Data option by clicking on it to archive Gmail emails to hard drive.
    archive Gmail emails to hard drive
  6. You will now see a popup box open in front of you. Within this window, you will need to reject the option to Include All Messages in the Mail.
  7. After that, you should click the OK button.
  8. You are need to choose the Send Download Link through Email option inside the Popup screen’s dropdown menu in order to proceed.
  9. Now you must choose the kind of file that the email attachment must be to save Gmail emails to hard drive.
  10. When you are finished, click the Create Archive button, and you will be given a message confirming that the Archive has been successfully generated.
  11. After you have finished saving the email, you may copy it to the portable hard drive that you have.

How to Backup Gmail Emails to Hard Drive using MS Outlook?

  1. Start-up Microsoft Outlook and sign in.
  2. Followed by selecting the option to View All Outlook Settings from the dropdown menu, you can access the Settings Gear button by clicking on it.
  3. After that, go to your Gmail account and pick the option to Sync Email.
  4. You will be prompted to enter the display name in a popup window that has just appeared.
  5. After that, choose the option that says “Connect your Google Account.”
  6. Now, make a new folder for the messages where all of the imported Gmail emails will be placed, and then click the OK button when you are through.
  7. Select the Gmail account that will serve as the source for the import of messages into Microsoft Outlook.
  8. Followed by clicking on the “Next” button, you will need to provide the credentials for your Gmail account.
  9. If you are prompted for authentication, choose Allow, and then exit the setting Windows when you have done so.

When you have finished the process to archive Gmail emails to hard drive, you will be able to store them on your own computer in the form of a PST file. After that, you may copy the PST file onto your external hard drive, at which point a backup of your Gmail messages will automatically be produced.


Now that we’ve gotten that out of the way, it’s your choice as to whether you want to create a backup of all of your Gmail emails onto a hard drive or want to archive Gmail emails to hard drive using the manual technique or a professional solution. The ball is in your court. If you have excellent hands-on experience with Gmail settings, you should attempt the manual way to archive Gmail emails to hard drive.

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