How to backup Gmail account data in PST format?

Small businesses often favor webmail services like Gmail for email communication due to their seamless integration with essential business productivity tools such as Google Drive and Google Docs. Given the critical role of emails in business operations, many organizations prioritize the need to back up this vital data to a local drive.

This article delves into the methods for transferring emails from Gmail to Outlook 2016/2013, offering two distinct approaches:

1. Manual Method to Transfer Emails From Gmail to Outlook 2016/2013
2. Backup Gmail Data in PST Using a Professional Tool (Kernel Gmail Backup)

Manual Method to Transfer Emails From Gmail to Outlook 2016/2013

Here we discuss about how we can manually transfer emails from Gmail to Outlook 2016/2013. The steps we need to follow given below:

1. Select File menu in the Outlook app (Outlook 2016/2013).
2. In the File menu, select Add Account.
3. A new Auto Account Setup page will open wherein you need to enter your name, Gmail address and password and then choose Next.
4. 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.
5. Now, Choose File menu and go to Open & Export > Import/Export.
6. Now choose Export to a file and click Next.
7. Now choose Outlook Data File (.pst), and then click Next.
8. 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.
9. Now Browse to select the saving location and to name the recovered PST file. And then select Finish.

These steps will guide you through the process of backing up or transferring emails from Gmail to Outlook 2016/2013. However, it's essential to be aware of potential issues that may arise, potentially causing delays in your process. Some common errors include:

Login error: Repetitive credential prompts may occur when filling in your username and password, typically due to an incorrect password entry, accessing Gmail from a new device, or after an extended period of inactivity. To resolve this issue, select "Cancel" until the prompts cease. Alternatively, you can use your old computer during the account addition process.

Security settings in Gmail: Occasionally, accessing your Gmail messages in Outlook may result in an error message displaying "Your IMAP server wants to alert you to the following…". To rectify this error, visit your Gmail account settings and verify that "Allow less secure apps" is turned ON. Afterward, follow the previously outlined steps to add the account.

Backup Gmail Data in PST Using a Professional Tool

For a hassle-free backup solution, consider using a third-party tool. Kernel Gmail Backup is a renowned option that streamlines the backup process for IMAP users. This tool supports a variety of email clients for IMAP backup, including Gmail, Zimbra, Yahoo Mail, AWS, Outlook, Zoho Mail, and more. To back up G Suite data, including Emails, Contacts, Calendar, and Google Drive files/folders, you can opt for Kernel G Suite Backup. Let's explore how the Kernel Gmail Backup tool works:

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1. In the home screen, click on the Add button to add the Gmail IMAP account.
2. 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.
3. Once the account is linked successfully, click on Set Filter and Migrate option. Note: If you want to add multiple IMAP accounts, you can do so by clicking on the Add button.
4. 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.
5. Select the PST format from the list of formats and click on OK.
6. In the next step, provide a destination to the file and click on OK.
7. And the process will start; the tool will show you the progress of the process. Wait for it to finish.
8. Once the process is over, click on OK to finish.

Finally, your Gmail data is saved in the PST file, and you can access it into Outlook easily.

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Conclusion

While manual import and export processes allow you to save data from a single account in a PST file, the Kernel Gmail Backup software is designed to efficiently save an unlimited number of IMAP accounts, such as Gmail, in PST format. With this software, you'll find that the backup process is significantly simpler and doesn't necessitate additional permissions. A free trial version of the software allows you to save backups of up to 10 items from a folder.