Top 4 Methods to Backup Gmail Emails to Hard Drive

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Gmail is used by many users worldwide as it provides you with 15GB of free cloud storage. But, sometimes the storage gets full because of the emails and attachments present in it. To avoid these types of problems users prefer to take a backup of their data. So in this blog, we will discuss the best solutions to resolve the users’ query - How to backup Gmail emails with attachments to external hard drive? 

Top 4 Methods to Backup Gmail Emails to Hard Drive

We’ll discuss the 3 manual methods to backup Gmail emails to Hard Drive. Also, we will discuss the Gmail Backup Tool for quick and easy backup of Gmail mailbox data to an external hard drive. Before we start discussing the solutions, let's get a quick overview of the topic.

Gmail is a part of the Google ecosystem, also known as G Suite that allows you to send/receive emails easily. It has other features like spam filters, contacts, conversation threads, etc that help in the easy management of emails. Moreover, users can easily access the Gmail mailbox data at any time and from anywhere. However, Gmail emails are easily prone to corruption which may result in data loss. Hence, users want to download Gmail emails to hard drives to create a secure backup of their data.

Let’s explore some of the other benefits of storing Gmail emails on an external hard drive. 

Needs to Backup Gmail emails to Hard Drive

Gmail provides only 15GB of storage and if you want more storage you have to take the subscription. To avoid this, users transfer their Gmail data to external hard drives. Let's discuss some other advantages:

  • Preventing the risk of data loss due to Gmail account hacking or server issues.
  • Users can access their emails offline, even when an internet connection is unavailable.
  • Exporting Gmail to a Hard Drive can help users easily transfer their emails from one email provider to another.
  • It makes it easier for users to transfer their data between different devices and systems.


These are some reasons why users need to export Gmail emails to Hard Drive. Let us move ahead with the solutions.

Method to Backup Gmail Emails to Hard Drive

In this section of the blog, we will discuss three of the manual methods such as saving Gmail as a PDF on an External Hard Drive, backing up using Google Takeout, and lastly, via MS Outlook. But, there are some drawbacks of the manual methods which we will discuss in the upcoming section. Moreover, we will also talk about the professional method which is very easy to use and has a great user interface. So let us start with the manual method.

Manual Method to Download Gmail emails to Hard Drive

Here are three of the manual methods.

#1. To save Gmail emails as PDFs on an external hard drive:

  1. Log in to your Gmail account.
  2. Now, Open the email that you have to save.
  3. After that, Click on the Print All button at the top-right corner.
  4. Then, customize the settings as per your needs and press the Print option.
  5. Choose PDF in the Save As Type drop-down list and click on Save.
  6. Lastly, Copy and paste the saved PDF to your external hard drive.

#2. To Export Gmail emails to Hard Drive via Google Takeout:

  1. Log in to your Gmail account.
  2. Go to Manage Your Data > Personalization >Download.
  3. now, click on Deselect, and then select Mail by scrolling down. Then, click on All Mail Data.
  4. You have to Deselect the Include All Messages in the Mail option. Click on the OK button.
  5. Now, click on the Send Download Link via Mail option from the drop-down list.
  6. After that, choose the file format and click the Create Archive option.
  7. Lastly, move the downloaded files to your external hard drive.

#3. To backup Gmail emails via MS Outlook:

  1. Run MS Outlook and log in.
  2. Go to Settings > View All Outlook Settings > Gmail > Sync Email.
  3. Now, type your display name and connect your Google Account.
  4. Create a folder for imported emails and click OK.
  5. After that, choose the Gmail Account and enter your credentials.
  6. Click Next and Allow if ask for authentication.
  7. Lastly, Close the Settings Window and move the emails to your external hard drive.

These are some of the best manual methods to Save Gmail to Hard Drive. But there are some disadvantages. These methods are somewhere complex and you need the proper technical skills to perform them. Moreover, it is a lengthy process that takes lots of user time. Furthermore, you need to perform the above steps in a sequence if you fail to do it you might face some errors like data corruption and data loss. Users can go with the professional solution to overcome these drawbacks.

Professional Method to  Backup Gmail Emails to Hard Drive

 The Sysinfo Gmail Email Backup Tool can easily save Gmail to Hard Drive. It allows users to backup multiple Gmail emails at once, saving their time and effort. Using this tool, users can perform the backup without any technical guidance. Moreover, it has some more amazing features let's discuss them in the points below.

  • Export Gmail Emails to PST, MBOX, EML, CSV, and other file formats.
  • Migrate Gmail to other email clients such as Office 365, Zoho Mail, Yandex Mail, etc.
  • Prevent Migration of Duplicate Emails.
  • Delete Email After Backup.

These are some of the features of the tool that help users execute the Gmail backup process. Now, let's move ahead with the blog.

Read- How Salesforce CRM Testing Safeguards Financial Data

Steps to Backup Gmail to External Hard Drive Using Professional Tool

  • Download and install the Gmail Backup Tool on your computer.
  • Now, Enter your Gmail account credentials to sign in.
  • Select PDF as the file format and specify the destination of your external hard drive.

Make sure your external hard drive is plugged into your computer.

  • After that, click on "Next" to start the backup process.
  • Lastly, after completion, you'll receive a confirmation message showing the backup is finished.


Here is the end of this blog, we have introduced you to the three manual methods to backup Gmail emails to Hard Drive. It works well but comes up with certain limitations. Moreover, we have also introduced you to the professional method which is easy to use and has its free demo version. So, you should opt for a professional solution to avoid all the limitations and issues associated with the manual methods.

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Editor at Grapfacts
Anna Wilson, a Digital Marketing Expert and editor at Graspfacts, specializes in Digital Marketing and Google Adwords. I love to write on technology topics and share my expertise with large audience.


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