Top 2 Ways to Backup Gmail Emails to Outlook

Why need to backup Gmail emails to Outlook?

Many email users rely on cloud-based email services like Gmail, Outlook, and Yahoo Mail, which offer web access to email messages from anywhere with an internet connection, making it crucial to maintain backups of email data to prevent potential data loss or malware attacks. Although email services are generally secure, the risk of losing emails due to various reasons still exists, as evidenced by past incidents where some Gmail users lost all their emails. 

Backing up Gmail emails to Outlook regularly is an almost essential practice to mitigate this risk, among other benefits such as having a full-screen view for email composition and a small image gallery and photo viewer in Outlook, higher file attachment limits in Outlook (up to 100MB compared to Gmail's 25MB), and larger storage capacity in Gmail (15GB) compared to Outlook's free storage limit of 5GB.

Tip: If you are interested in how to backup Outlook emails to Gmail, please go to the linked article.

How to backup Gmail emails to Outlook with 2 methods

After understanding the importance of backing up Gmail emails regularly, we are going to introduce two top methods to teach you step by step how to backup Gmail emails to Outlook in this section.

• Method 1. Add your Gmail account to Outlook
• Method 2. Manually transfer Gmail emails to Outlook
• Backup Gmail emails in Outlook to prevent data loss

Method 1. Add your Gmail account to Outlook

Before importing your email to Outlook, make sure you have your Microsoft 365 user ID and password on hand. Additionally, ensure that you have the Outlook app installed and add your Office 365 mailbox to Outlook.

Step 1. Launch the Outlook application, such as Outlook 2013 or 2016, and you will see a top ribbon with the left corner showing the File option, as depicted below:

Note: To access the Import/Export wizard, you must use a version of Outlook that displays the File option in the left corner of the top ribbon. If your Outlook ribbon lacks this option, you may not be using an installed Outlook app on your computer. Check out How to get the Outlook app for guidance.

Step 2. Within the Outlook app, select File and then click Add Account.

Step 3. On the Auto Account Setup page, provide your name, Gmail address, and Gmail password (or app password), and select Next.

Note: If the configuration process fails to complete and prompts you to enter your username and password for the imap.gmail.com server, click Cancel and re-enter your app password to ensure there are no typos.

Step 4. Click Finish to complete the process. Outlook will sync with your Gmail account, and your Gmail emails will appear in Outlook, located just below your Microsoft 365 mailbox.

If this method does not solve the issue that backup Gmail emails to Outlook, please continue reading below.

Method 2. Manually transfer Gmail emails to Outlook

This method can export Gmail to PST with Outlook. To connect your Gmail account to Outlook using IMAP, you'll need to follow these steps:

Step 1. Open your Gmail account and click on the gear (Settings) icon located in the top right corner. From the dropdown menu, select See all settings.

Step 2. From the Settings page, select Forwarding and POP/IMAP. Next, enable IMAP and click Save Changes.

Step 3. Launch Outlook, navigate to the File menu, and select Add account. Then, in the account settings window, enter your Gmail account details, including your name, username, and password.

Step 4. Proceed with the remaining steps to complete the setup process. And importing your Gmail data to Outlook, select the File menu, followed by Open & Export, and then Import & Export.

Step 5. Choose Export to a file and then click Next.

Step 6. Select Outlook Data File (PST) and click Next. 

Step 7. Choose the account that you previously synced with Gmail.

Step 8. Select the folders and subfolders containing the emails you want to export to the PST file, ensuring that all emails from your Gmail account are included. Once you've selected the appropriate folders, choose the destination path for the resulting PST file and proceed with the export process to backup Gmail to Outlook.

Backup Gmail emails in Outlook to prevent data loss

It is important to keep the backup of your Gmail emails to Outlook intact as it enables easier management and unification of your emails. However, it is crucial to note that Outlook data can be easily lost due to disk failure, accidental deletion, or other reasons. To safeguard your data, it is recommended that you utilize the best Gmail email backup software, AOMEI Backupper Professional, which offers the following advantages:

♨ It provides Outlook Backup functionality to back up data in Outlook, supporting emails from various providers such as Microsoft 365, Gmail, Yahoo, iCloud, and Exchange. ♨ It enables you to backup all data in Gmail accounts to various backup destinations, including cloud storage, local disks, external hard drives, USB flash drives, and NAS devices. ♨ You can schedule automatic backups of Outlook folders at Daily, Weekly, Monthly, Event-triggers or USB plug in intervals. ♨ It is compatible with all Windows PC operating systems, including Windows 11/10/8.1/8/7/XP/Vista. Users with servers can utilize AOMEI Backupper Server.

Click the button below to download and install this reliable software on your PC, and follow the graphical steps to backup your Gmail emails easily.

Step 1. Once you've added your Gmail account to the Outlook desktop app, you can begin the backup process. To get started, open AOMEI Backupper Professional and select Backup followed by Outlook Backup.

Step 2. Click on Add Outlook Data and choose the Gmail account containing the entire mailbox you wish to back up. Once selected, click OK.

Step 3. Click on the second box to select a local path, add share or NAS Devices, or Select to a cloud drive to save all Gmail emails in Outlook.

Step 4. (Optional) Activate the daily, weekly, or monthly, event triggers, and USB plug in scheduled backup option. Ensure that the Wake the computer to run scheduled task is selected.

Step 5. Verify that you've selected all the Gmail folders, and then click Start Backup to initiate the backup process.

To minimize the backup time and backup image size, you can use incremental backup or differential backup in Backup Scheme. Additionally, you can enable automatic backup cleanup methods to resolve the issue of a full backup disk. This feature allows for the regular deletion of older backup images.

Summary

To backup your Gmail emails to Outlook, follow the step-by-step guide provided in this article for easy completion of the task. Afterward, it is recommended that you regularly back up your Gmail emails in Outlook using the best backup software, AOMEI Backupper, to prevent data loss.

Apart from Outlook backup, AOMEI Backupper possesses other exceptional features such as clone and sync. With the Sync feature, you can easily transfer files from old HP to new HP on Windows 11 or vice versa. Download the software now and give it a try!