How to Backup and Save Gmail Messages Offline

Content
  1. Backup Gmail messages on PC, Mac or mobile device
  2. Using Email Client to Download Gmail Email
  3. How to View Gmail Offline with Google Chrome
  4. Download an archive of your Gmail messages
  5. Use an online backup service
  6. Selectively archive Gmail messages using data rules

Backup Gmail messages on PC, Mac or mobile device

Gmail is a reliable service that doesn’t just randomly delete your emails or cancel your account. However, you can still keep a backup of your Gmail messages in case you want to view them offline. Fortunately, there are several ways to keep your Gmail messages offline.

The information in this article applies broadly to any PC, Mac, or mobile device. Your operating system may provide additional backup features.

Using Email Client to Download Gmail Email

If you’re using Outlook, Windows Mail, or another email client, your emails are already downloaded to your computer every time you get a new message. However, your Gmail account and the program you use must have POP enabled so that emails are not deleted when you delete them from Gmail.com.

To get your email client to download your Gmail messages:

  1. Enable POP in your Gmail settings by going to the tab Forwarding and POP/IMAP in Gmail settings.

  2. Set up Gmail in your email client using the POP server settings. Messages should be automatically downloaded to the default folder where all emails are saved.

  3. Copy the emails to a safe place on your hard drive.

For added security, store your email offline on an external hard drive or online backup account.

How to View Gmail Offline with Google Chrome

Google Chrome users can view Gmail messages offline without downloading them. To set up offline email:

  1. Open your Gmail account in the Chrome browser.

  2. Choose an icon equipment and then select Settings .

  3. Select offline .

  4. Check box Enable Offline Email .

  5. Adjust the settings as desired and select Saving Changes .

  6. To view messages offline, open the Chrome browser and go to the page mail.google.com .

Download an archive of your Gmail messages

To download all your Gmail messages in a convenient compressed format:

  1. Go to myaccount.google.com and sign in with your Google account.

  2. Select Manage your data and personalization .

  3. Select Upload your data .

  4. Select Deselect top .

  5. Scroll down and check the box mail .

  6. Select All email details included and select the message types you want to include.

  7. Scroll down and select Next step .

  8. Scroll down and select the file format to download and the preferred shipping method. You can also schedule automatic backups for the future and set a file size limit for your archive.

  9. Scroll down the page and select Create archive .

  10. You will see a message that the archive is being created. This process may take some time, but you will end up with one file containing all your messages.

Your messages will be displayed in MBOX format, which is a very large text file. Mail programs such as Thunderbird can read MBOX files directly. For very large archive files, you should use an MBOX compatible email program instead of trying to parse a text file.

This method provides a snapshot of your Gmail account. If you need to retrieve data more than once per calendar quarter, find an alternative archiving method.

Use an online backup service

There are many internet companies that gradually back up your email and social media accounts for easy retrieval. For example, Backupify backs up personal information from Facebook, Flickr, Blogger, LinkedIn, Twitter, and Google. Give it a 15-day free trial before paying for the service

Or try Upsafe or Gmvault.Upsafe offers up to 3GB of free storage space, while Gmvault is an open source project that offers multi-platform support and a strong developer community.

Selectively archive Gmail messages using data rules

If you don’t need all your emails, consider more selective approaches to email archiving:

  • Forward manually . When you receive a message that you know you want to keep, forward it to another email account. To keep a copy of the emails you send, enter the email address of the other account in the BCC line of your outgoing emails.
  • Auto forward . Tell Gmail to copy or secretly copy all email received to a specific email address.
  • IFTTT Recipes : . Use the IFTTT website to sync your Gmail account with a service outside the Google ecosystem.
  • Forward to Evernote or OneNote . Set an alias me@onenote.com to import emails into OneNote, or use your own Evernote email address to register messages in Evernote.

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