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). Select file menu in Outlook
  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. New auto account setup page
  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. Emails of your Gmail account will appear in Outlook
  5. Now, Choose File menu and go to Open & Export > Import/Export. Choose file menu and click Import/Export option
  6. Now choose Export to a file and click Next. Choose 'export to a file' option
  7. Now choose Outlook Data File (.pst), and then click Next. Choose Outlook Data File (.pst)
  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. Select the account to export data
  9. Now Browse to select the saving location and to name the recovered PST file. And then select Finish. 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.

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Backup Gmail account data in PST format