How to Download Emails from Gmail in Bulk?
On average, a person receives around 121 emails per day.
While you think those emails are safe in your inbox, 45.6% of all emails worldwide are identified as spam, according to Statista.
This could increase security threats, especially when you have essential documents in your folders. Backing up your emails can protect against data loss and save you time recovering lost emails.
So, here’s a comprehensive guide on how to download emails from Gmail in bulk.
Methods to Download Emails in Bulk from Gmail
Depending on your technical expertise, there are several ways to backup emails in Gmail.
The table below shows the common methods.
| S.NO | Download Method | What is it |
|---|---|---|
| 1. | Google Takeout | It is Google’s official tool to download data |
| 2. | Third-party tools | Browser extensions or software to download emails in bulk |
| 3. | Email client | Some email clients allow recipients to export data from the platform |
| 4. | Manual backup | Helps you convert bulk emails into PDFs |
We’ll review each of these methods in detail below.
Google Takeout: The Official Google Tool to Download Data
Google Takeout is a service by Google that allows users to export data from different Google products.
For example, you can download data such as:
- Emails,
- Documents,
- Calendar,
- Photos,
- YouTube videos, etc.
You can archive the data to transfer it to another service or download it to your computer.
Steps to Download Emails Using Google Takeout
It’s important to understand that downloading data does not delete it from Google servers.
Follow these steps to back up your emails in bulk using Google Takeout:
- Select the data: Log in to your Google account and select the “Emails” box from the list of options. Then, click “Next step.”
- Choose a download format: Google Takeout gives you various options such as “Download link via email,” “Add to Drive,” “Add to Box,” and so on. If you choose to get a link via email, head to your Gmail account — select create export — download archive.
- Access your archive: You can choose a maximum size for the archive. If the download size exceeds it, your archive will arrive in multiple batches. The entire process could take anywhere from a few minutes to a few days, depending on the amount of data.
You can also customize or schedule exports based on the data range and consistency required. For example, if you want to maintain a regular backup schedule, choose “Schedule exports” from the menu. This automatically creates an archive every two months for one year.
| Google Takeout Pros | Google Takeout Cons |
|---|---|
| Free and easy to use | Limited customization for specific downloads |
| Allows filtering by folders and labels | Users might need to start the download again in case of interruptions |
| Offers multiple file format choices | Suspended users cannot download emails |
Third-party Tools to Download Emails from Gmail
While Google Takeout provides a convenient way to download emails in bulk, you might need specific functionalities. Many third-party tools offer easy access to download bulk emails from Gmail. You can use Kernel, Multcloud, or MailMeteor to back up your account.
Using Third-party Tools to Download Bulk Emails from Gmail
Use these steps for any third-party tool you may use:
- Download the application,
- Add your Gmail account and allow the app entire access to it,
- Select the files, the file type, and click on “Migrate.”
- Provide the destination folder and wait for the process completion message.
| Third-party tool Pros | Third-party tool Cons |
|---|---|
| Offers more filtering and advanced download options | Some tools may require a subscription or purchase |
| Simplifies bulk downloading with user-friendly interfaces | Possible compatibility issues with email providers |
| Suitable for large-scale email management needs | Security risks attached to untrusted tools |
| Offers tailored email downloads | May take time to learn and deal with the new tool |
Email Client: The Quickest Way to Download Emails in Bulk
If you want a more targeted approach and a speedy download, using an email client is the best option.
To download a single thread or an entire email, just click on the three dots […] in the right corner.
However, downloading bulk emails can be a bit tricky. If you’re using an email application such as Apple Mail or Outlook, you can use them to back up emails from Gmail.
This method, called the “Internet Message Access Protocol” or IMAP, lets email clients retrieve messages from the mail server.
How to Enable IMAP in your Gmail Account
Follow the steps below to enable IMAP:
- Click on the gear icon on the right and select “See all settings.”
- Next, select and click the “Forwarding POP/IMAP” option at the top.
- Enable IMAP and save the changes.
You can also choose from the options for how and when you want the IMAP process to occur. After this step, you can add your Gmail account to your email program and download them.
| Email Client Pros | Email Client Cons |
|---|---|
| Provides offline access | Downloading emails via IMAP can be complex for non-technical users |
| Allows you to organize emails into folders and subfolders | Bulk email downloads can take up storage space, especially if you have large attachments |
| Offers search functionalities, helping you locate specific messages | Storing emails locally can increase the risk of data breaches |
| Allows the backup and restore of data for added security | Handling a large volume of emails may slow down some email clients |
Manual Backup of Emails in Gmail
Manually backing up emails in Gmail is a straightforward approach but can often be time-consuming.
Here’s the process:
- Open the email you want to save,
- Click on the three […] ellipses in the right corner,
- Select “Print”,
- In the dialog box, choose the “Save as PDF” option.
Alternatively, you can download a Chrome extension like CloudHq for backing up bulk emails as PDFs.
It’s a fairly simple process:
- Select multiple emails or the entire label,
- Use the extension to save all emails as PDFs.
| Manual Backup Pros | Manual Backup Cons |
|---|---|
| Complete control over the selection of emails | It can be time consuming, especially when done in small batches |
| Lower risk of data breaches and security threats | Is more prone to human errors |
| Does not require additional software, eliminating costs | Lacks the ability to schedule regular backups |
| Emails can be saved in different formats such as PDF, excel, etc | Managing the storage can become difficult, especially if you have limited local storage |
| Backed-up emails are immediately accessible | Can lead to format inconsistencies |
The above steps work well for bulk email downloads. But what if you want to download specific elements, such as email attachments or contact lists?
We’ll discuss them in the next section.
Options to Backup Specific Items in Gmail
Sometimes, you may want to download only the attachments or export a contact list instead of all emails at once.
You can use the following methods to do so.
Downloading a Single Gmail Attachment
There are two main approaches to downloading email attachments.
To download a single email attachment:
- Open the email thread,
- Locate the attachment and hover the mouse over it,
- Click on the download icon arrow displayed on the attachment,
- Choose a location on your computer to save the file.
How to Download Bulk Gmail Attachments
Downloading multiple attachments is slightly different and works only on the Desktop version.
Follow the steps below:
- Open Gmail in your web browser,
- Open the email thread or chain containing the attachments you wish to download,
- Click on the three (…) ellipses in the right corner,
- Select “Forward All” from the menu,
- Click “Send” to forward the entire thread to yourself,
- In your inbox, open the newly forwarded email thread,
- Click on “Download All Attachments” from the options.
To add all attachments to your Google Drive, choose the “Add to Drive” option.
How to Export Your Gmail Contacts
Contacts can be as important as emails and backing them up gives you access to your list at all times.
You can add your contacts to another Gmail account or export them as a CSV or V-card file by using the following steps:
- Go to Google Contacts,
- Select from the categories: Single, multiple, or All contacts,
- Click more actions at the top right corner,
- Select Google CSV,
- Click “Export” to save your file.
Best Practices for Downloading Bulk Emails in Gmail
Bulk email downloads always almost raise suspicions about security threats. Even if you download them manually, your local storage can still be under potential threat.
That’s why it’s important to remember these best practices before hitting the “Download All” button:
- Organize your emails: Use labels to organize your emails. This makes the selection process easier.
- Filter your downloads: Choose specific folders or labels to avoid overloading email size.
- Choose the correct format: Select a file format compatible with your needs. For example, Google Takeout downloads emails in .ZIP or .Tgz formats.
- Ensure sufficient storage: Check if your computer has enough storage to hold the downloaded emails.
- Consider cloud storage: If you regularly store email backups, moving them to a cloud platform will serve your needs better.
- Verify backup files: Check for backup file integrity to ensure they are not corrupted.
- Manage download process: Download emails in batches if you have a large volume to avoid overwhelming the system.
- Compress backup files: Reduce the size of backup emails by compressing them. Then, they’re easier to share or store on your computer.
- Explore alternative methods: Forwarding emails to another email address is an additional backup strategy. Consider this method if you need to download fewer emails.
Following these best practices will help you stay in line with Gmail’s security protocols. Remember, Google Takeout is the easiest method to download bulk emails, but the manual method gives you more control and freedom.
Choosing a method comes down to your immediate requirements, but here’s a list of aspects you should consider.
Selecting the Right Download Method in Gmail
If it’s your first time downloading bulk emails, all the different choices can be confusing.
Ask yourself these questions to make an informed decision:
- What are you downloading? Do you want to download a specific folder or everything in your inbox? This allows you to choose the right method of email download.
- What’s your technical expertise? Are you well-versed with email clients and third-party tools that require more technical experience than Google Takeout?
- Do you have advanced needs? Do you require date range filtering or specific file formats? If so, third-party email download tools will be the best option.
Regardless of your option, consider the security of your emails before downloading them.
Security Aspects to Consider Before Downloading Emails
Bulk downloads can be easy targets for cyber attackers since large archives can easily mask malicious files. It’s important to stay vigilant throughout the download process.
Consider the following points:
- Download from the official source: Whenever possible, use the official source provided by your email service provider. In this case, Google Takeout would be the safest option.
- Maintain a strong password: Have a strong and unique password for your emails. This minimizes the risk of unauthorized access, even during downloads.
- Check the connection: Ensure you’re downloading emails through a secure HTTP connection. Look for the padlock symbol in your browser bar to ascertain a secure connection.
- Store files in a secure location: Whether it’s your local hard drive or password-protected cloud storage, ensure the security of the storage space.
- Scan attachments: Run the email attachments through a reputable anti-virus software.
As an email sender, adhering to security protocols helps you maintain a good email deliverability score while giving your recipients peace of mind.
If you regularly send marketing newsletters or promotional emails, it’s critical to land in your recipients’ primary inbox in Gmail, and Campaign Refinery excels in this area.
Why Use Campaign Refinery For the Highest Email Deliverability Rate?
Campaign Refinery works with responsible email senders to increase brand exposure and skyrocket your email marketing revenue.
While we work with the senders, we equally care about their subscribers. That’s why we maintain rigid email security standards and protocols. This does two things:
- It increases the sender reputation and provides senders with better inbox placement rates.
- It safeguards the recipients, allowing them to download emails peacefully.
Campaign Refinery is renowned for consistently reaching the primary inboxes. Our sophisticated email deliverability system has helped clients notice a 6x increase in inbox placement rates after joining us.
Want the highest email deliverability rate on the market while providing a safety net for your recipients?
