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Backup Gmail account data in PST format

Web mails like Gmail are widely used by small businesses for email communication because of its integration to many business productivity applications like Google Drive, Google Docs, and more. However, as most of the emails coming in and going out through Gmail are critical for the business process, many organizations want to back up this data in a local drive. In this article, I would talk about how we can manually convert Gmail data to PST (so that it can be accessed in MS Outlook as well). The steps we need to follow for the same are:

  1. Select File menu in the Outlook app (Outlook 2013/2016).
  2. Select file menu in Outlook

  3. In the File menu, select Add Account.
  4. A new Auto Account Setup page will open wherein you need to enter your name, Gmail address and password and then choose Next.
  5. New auto account setup page

  6. Now, click Finish. And you would see that Outlook got sync with your Gmail account. The emails in your Gmail account will appear in Outlook.
  7. Emails of your Gmail account will appear in Outlook

  8. Now, Choose File menu and go to Open & Export > Import/Export.
  9. Choose file menu and click Import/Export option

  10. Now choose Export to a file and click Next.
  11. Choose 'export to a file' option

  12. Now choose Outlook Data File (.pst), and then click Next.
  13. Choose Outlook Data File (.pst)

  14. Now you have to select the account you want to export by choosing the name and Gmail address; also check Include subfolders to ensure ensures copying of complete data or mails. And then choose Next.
  15. Select the account to export data

  16. Now Browse to select the saving location and to name the recovered PST file. And then select Finish.
  17. Select the saving location

These steps will allow you to recover or sync your Gmail account with Outlook. But there are some problems which may occur during this process. And these problems might delay your process. Some errors are:

Login error: While filling your username and password, you may repeatedly be prompted for credentials. It happens when you enter wrong password, when you use a new computer for login, or when you are using Gmail after a long time. To fix this issue, you have to select Cancel till the prompt stops appearing. Also, you can use your old computer for the Add account process.

Security settings in Gmail: Sometimes, you may not able to access your Gmail messages in Outlook and get an error message saying “Your IMAP server wants to alert you to the following…” To fix this error, you can go to your Gmail account and ensure that Allow less security settings is set to ON and then follow the above steps to add the account.

Backup Gmail data in PST using a professional tool

If you are looking for an easy backup option, then you can try a third-party tool to do so. Kernel IMAP Backup is such a renowned backup tool that eases the backup experience of IMAP users. The tool supports multiple email clients for IMAP backup like Gmail, Zimbra, Yahoo Mail, AWS, Outlook, Zoho Mail, etc. Let’s run the tool and know how it works:

  1. In the home screen, click on the Add button to add the Gmail IMAP account.
  2. Add Gmail IMAP account

  3. On the right side, you will find the Server Name, Port number, Authentication, and other details for your email client. Enter those details along with your credentials and click on Add to proceed.
  4. Enter email client details

  5. Once the account is linked successfully, click on Set Filter and Migrate option.

    Set filter to migrate

    Note: If you want to add multiple IMAP accounts, you can do so by clicking on the Add button.
  6. Apply filters for the backup process, as needed. You can choose between many options like Date, Item type, Include/Exclude folder, etc. as per your requirement. Once you have selected everything, click on I am Ok, Start Migration.
  7. Click I am Ok, Start Migration

  8. Select the PST format from the list of formats and click on OK.
  9. Select PST format

  10. In the next step, provide a destination to the file and click on OK.
  11. Provide destination

  12. And the process will start; the tool will show you the progress of the process. Wait for it to finish.
  13. Backup process start

  14. Once the process is over, click on OK to finish.
  15. Process is over

Your IMAP backup is now ready in PST format. So, this is how you can create IMAP backup of any email client with Kernel IMAP Backup tool. The steps involved in the process were easy.



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