How to download all of your Gmail emails to your computer

Access your Gmail emails offline with these two methods! Need local copies of your Gmail for offline access or extra security? This guide shows you how, without affecting your online Gmail.

Method 1: Syncing with a Local Email App (IMAP)

Using an email client like Outlook or Apple Mail lets you sync your Gmail inbox via IMAP. This keeps a selection of recent emails updated on your computer, reflecting changes made online and vice-versa. It's more syncing than downloading, but provides local copies.

Enabling IMAP in Gmail:

1. Click the gear icon (top right), then select "See all settings."
2. Go to the "Forwarding and POP/IMAP" tab and enable IMAP.
3. Click "Save Changes."

You can also adjust settings here, such as how deleted emails are handled (archived, trashed, or deleted).

Next, add your Gmail account to your desktop email client. The process varies by client, but adding a new account is usually straightforward. Most clients will simply request your Gmail address and password.

For example, in the default Windows 11 Outlook app:

1. Click the gear icon (top right), then "Accounts" and "Email accounts."
2. Select "Add account," enter your Gmail address, and follow the prompts.

Your Gmail will appear in your client, with labels as folders.

Method 2: Downloading a Complete Archive (MBOX)

For a complete backup, download your Gmail as an archive. This is ideal for long-term storage, not for regular access.

1. Go to your Google Account, click "Data and privacy," and find "Download your data."
2. Deselect all, then choose "Mail." Select "All Mail data included" for complete downloads or customize your selection.
3. Click "Next step," choose your delivery method (email, Google Drive, etc.), and click "Create export." You'll receive an email when it's ready. You can also schedule automatic exports.

Note: Work accounts may not allow archive downloads.

The archive is in MBOX format, compatible with clients like Apple Mail, Thunderbird, and Outlook (with a plugin). This is a static backup; changes in the local client won't sync to your online Gmail.

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