Read time 10 minutes

Summary: This article highlights the importance of Gmail data backup due to limited storage and the risk of data loss. It offers various methods, including Google Takeout, saving emails as PDFs, and using Outlook for backup. The article also recommends using professional tools like Kernel Gmail Backup Tool for comprehensive Gmail data backup.

Gmail is a ubiquitous email platform known for its generous storage capacity and versatile features, making it a favored choice for users across various domains. It houses crucial emails, contacts, documents, and sensitive data that safeguarding is paramount. With a free storage limit of 15 GB, exceeding this threshold can lead to errors and data loss. Therefore, creating a Gmail account backup is crucial to prevent such losses.

In this blog post, we will explore various methods for backing up your Gmail account to an external hard drive. Creating a local backup on an external hard drive or SD card is the most convenient solution, ensuring your data is readily accessible whenever you need it.

  1. Method 1 – Creating Gmail account backup with Google Takeout
  2. Method 2 – Save Gmail email as PDF on an external hard drive
  3. Method 3 – Save Gmail emails via Outlook
  4. Backup emails from Gmail using Kernel Gmail Backup Tool

Method 1 Creating Gmail account backup with Google Takeout

  1. Log in to your Gmail account, go to My Account and select Data and personalization option.Go to My Account and select Data
  2. Scroll the menus and select Download your data.Download your data
  3. Click on Deselect all.Deselect all
  4. Scroll down to locate Mail. Select All Mail data included.Select All Mail data included
  5. A pop will appear, deselect the option Include all messages in the mail. Select the folders for which you want to create an archive. Click OK.Select the folders for which you want to create an archive
  6. Select Next step.Select Next step
  7. Select the delivery method as per your requirement.Select the delivery method
  8. Select the file type either .zip or .tgz. Select .zip as it is easily accessible in all systems.Select the file type
  9. Select the File size. Click on Create export.Select the File size
  10. Once the archive is created, you will receive the download link.
  11. Select Download your files and save them to the external drive.Archive is created

Method 2 Save Gmail email as PDF on an external hard drive

  1. Log in to your Gmail account.
  2. Open the particular Gmail email you want to save.
  3. Select the Print All button from the top-right corner.Select the Print All button
  4. Customize the settings as per your requirement and then click on Print.Customize the settings
  5. Under the Save As Type option, select PDF and click on the Save button.
  6. Once the mail has been saved, copy and paste it to an external storage device.

Method 3 Save Gmail emails via Outlook

When you configure Gmail in MS Outlook application, then you can save the content in a PST data file.

  1. In your Outlook account, under the File tab, select Info and select Add Info and select Add Account
  2. Under the Auto Account Setup, enter your name, Gmail address, and Gmail password. Click Next.enter your name, Gmail address, and Gmail password
  3. Under the Gmail account, select the Sync email option.
  4. Click Finish. Outlook will sync with your Gmail account, and the Gmail emails will appear below your Outlook mailbox.
  5. Under the File tab, select the Open and Export the Open and Export
  6. Select Export to a file and click Next.Select Export to a file
  7. Select Outlook Data File(.pst) and click Next.Select Outlook Data File(.pst)
  8. Select your Gmail account, check the box Include subfolders. Click Next.Select your Gmail account Include subfolders
  9. Browse the PST file location and click Finish.Browse the PST file location
  10. The PST file can then be transported to any external storage device.

The methods described above are suitable for situations with limited data and minimal storage needs. However, they offer no guarantee of a complete account backup. Moreover, these methods can be time-consuming and may not support archiving all emails effectively.

To address this challenge, professional tools offer an effective solution. One noteworthy third-party option is the Kernel Gmail Backup Tool, which adeptly backs up all Gmail data, saving it in diverse formats like Outlook PST, PDF, HTML, EML, and MSG for added flexibility and security.

How to backup emails from Gmail using Kernel Gmail Backup Tool?

  1. Install and launch Kernel Gmail Backup Tool.
  2. Select the Add button to add the required IMAP server.add the required IMAP server
  3. Under the Connect to IMAP Mailbox page, provide the credentials of the source server.
    You can add different IMAP emails accounts to create the backup. To add Gmail account, type the server name as
    Enter the login credentials and click Add. You will be provided with the port number and other details on the right pane.Enter the login credentials
  4. Add the source account and select the Set filter and Migrate the Set filter and Migrate option
  5. Now, the entire mailbox folder will be retrieved. Under the Filter selection window, you can select the filters you wish to add. Some of the filters are explained below:
    • Review the folder selection- select the folders for migration
    • Date filter- includes From date and To date.
    • Item type filter- select item types for migration
    • Exclude deleted folder- select for excluding ‘deleted item folder’ from migration
    • Exclude empty folder- select for excluding empty folders
    • Select if you want to save- provide a name to the folder
    • Set operation timeout- set an upper time limit for migration
    • Skip already migrated- select this to migrate only incremented mailbox data
      Click I am OK, Start Migration.Click I am OK, Start Migration
  6. Under the Save As box, select the output format for the backup mailbox (PST) Click the output format
  7. Provide the desired location where you want to save the backup file. Click OK.Provide the desired location
  8. Once the backup process is completed, click OK. You can save the reports to CSV. You can also Stop the backup process in between.backup process is completed
  9. You can view the CSV reports once done.view the CSV reports


The **Kernel Gmail Backup Tool** is a practical solution for backup Gmail emails to the computer. It efficiently organizes folders such as Inbox, Drafts, Important, and Spam individually, allowing you to tailor your backup preferences. Additionally, the tool offers a comprehensive report to monitor the backup status of each folder.

Kernel Gmail Backup