How To Export Emails From Your Gmail Account

Exporting emails from your Gmail account can be done in several steps. Of course, exporting messages from Gmail inboxes reduces clutter and provides additional records of received messages. These records can help you write and send mass personalized emails. Additionally, exports free up more storage capacity and enable better, more efficient segmentation. As a Gmail user, you should export emails periodically to provide more permanent documentation, free up more storage space, and more efficiently organize your inbox. In this post, we will discuss how to export emails from your Gmail account.

Determine File Type To Export

First, Gmail can export messages into several file types, so choose the one best suited to your specific needs. By default, Gmail exports into the mbox file format. This format organizes all messages into a single, concentrated text file where each message is stored one after another. Typically, these files are compressed into zip files due to their sheer size. Alternatively, you can export messages as CSV files compatible with Google’s Help Desk services. This way, message data is saved in a tabular format for easier interpretation. Surely, determining the file type to export your Gmail messages as provides focus and direction to the rest of the process.

Select What To Export

Second, select the Gmail messages to export. Of course, you can export your entire inbox, just a few messages, or any amount in between. When logged into your account, navigate to the “download your data” settings page. Here, all your licensed Google products are selected by default, so deselect the ones you do not want exported. Moreover, many of the products on this page, including Gmail, have additional settings that determine which emails to include. For example, Gmail-specific settings include labels such as drafts, inbox, spam, and imported. Select the labels you want to export, and click “next step.” Absolutely, selecting the emails to export from Gmail ensures your unique exporting needs are met.

Determine Delivery Modality

Third, determine the best delivery method for your exported Gmail messages. As mentioned above, Gmail can export messages to a variety of file types such as .csv, .mbox, and .pst. These formats are specific to various programs and applications that open them. For example, .csv files appear as spreadsheets. Therefore, only spreadsheet applications such as Google Sheets can open them. Of course, archiving these messages provides many online spreadsheet uses manage teams.  Gmail provides you a link to download all your exported files when the process completes. Alternatively, you can select one of several integrated applications for Gmail to send the files directly. Some of these applications include Google Drive, Dropbox, and Box. This way, your exported files are immediately organized and viewable, eliminating the need to switch between applications. Certainly, selecting a delivery method for your Gmail exports determines how they can be viewed and utilized.

Use A Robust Exporting Tool

Next, many robust tools streamline the Gmail exporting process. For example, Takeout is a free utility tool produced by Google itself. This tool archives and exports emails from Gmail to your computer’s drives. Start by logging in with your Google credentials, then select the emails to export. Next, choose the file type, archive file size, and delivery mode best suited to your needs. In fact, Takeout includes settings to automatically export files at regular intervals, such as every few months. This way, you provide robust documentation and organization without any user input. Definitely, using a robust exporting tool such as Google Takeout accelerates and optimizes the Gmail export process.

Create Archive

Lastly, create your archive of exported Gmail messages. This way, the messages are removed from your inbox and become accessible as your determined file types. Of course, you should select “create archive” when the settings above match your preferences. Additionally, exporting speeds heavily depend on the number and content of the messages being exported. Depending on the messages, the exporting process may take several hours, or days. Once complete, follow the download link if provided, or select “open in (application)” if exporting directly to another program. Note that these download links remain valid for one week, at which point, you may need to start the process over. Assuredly, creating your Gmail export archive enables access to it and clears the messages from your inbox.

Exporting emails from your Gmail account can be done using several methods, and they can be viewed while using hangouts for business features. For example, determining the file type to export your Gmail messages as provides focus and direction to the rest of the process. Second, selecting the emails to export from Gmail ensures your unique exporting needs are met. Third, selecting a delivery method for your Gmail exports determines how they can be viewed and utilized. Next, using a robust exporting tool such as Google Takeout accelerates and optimizes the Gmail export process. Finally, creating your Gmail export archive enables access to it and clears the messages from your inbox. Follow these steps, and your Gmail messages can be documented more permanently.