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Why Backup Gmail Emails?


Having a local backup of your Gmail emails can be useful for various reasons. For example, it provides an additional level of protection against data loss in case of accidental deletion, hacking, or technical problems.

Meanwhile, having a backup ensures that you can access your emails even when you don't have an internet connection or if your Gmail account is temporarily inaccessible. This is especially important if you need to refer to an important email but don't have internet access.

In this guide, I will show you how do I backup all my Gmail emails, ensuring that you always have a duplicate copy of your critical messages. Please, keep reading the following content to learn the details.

How to Backup Gmail Emails Normally

In this part, 2 easy and effective solutions are offered for you to choose from. One is the utilize the built-in Print All feature on Gmail. The other is to utilize Google Takeout. Both methods have pros and cons. You can choose the right method after reading based on your needs.

Way 1: Use the Print All Feature

Gmail emails can easily be saved as PDF files to a PC's hard drive. The process is simple. Here's a quick tutorial on how to save Gmail emails as PDF files to your hard drive.

Step 1: Open Gmail in your web browser and sign in with your Gmail email and password. Access the emails you wish to save from the Inbox folder to your hard drive.

Step 2: Click the Print All button located in the top right corner of your browser. Here, you can preview the message for the selected email. Customize the settings using the available options like Destination, Pages, Layout, and Color.

Print All
Print All

Step 3: To complete the email backup, click the Print button. A new tab will open on your screen; enter the desired File Name and then click the Save button to finish the process.

Tip: when using this feature, you don't need to perform troublesome steps, but it is time-consuming when you want to backup multiple emails.

Way 2: Use Google Takeout

Google Takeout is a helpful exporting service offered by Google, which enables you to extract data from a range of Google products such as Gmail, Drive, Photos, and more. This service is particularly beneficial for individuals looking to make a backup of their data, transfer their information to a different service, or store a local copy of their files.

When you are wondering how to back up emails from Gmail, you can first utilize Google Takeout to export emails on your PC. How do I backup my Gmail to my hard drive? Simply, you can backup Gmail emails to hard drive by dragging backups from your PC and dropping them to your hard drive then.

Here’s how to backup emails in Gmail via Google Takeout:

Step 1: Head to Google Takeout and tick Mail only in the menu.

Step 2: Swipe down to hit the Next step button.

Tick Mail

Next Step
Next Step

Step 3: Choose the file type, frequency, and destination and tap the Create export tab.

Choose File Type
Choose File Type

Step 4: It will cost some time to generating the exporting link, and you will receive an email notifying you when it’s finished. Just click on the downloading link in that email.

Download Your Files
Download Your Files

Step 5: Download the data on your PC then.


  • It is worth noting that Google Takeout has certain limitations and can only export a limited range of data, such as emails from a particular time frame. Consequently, it may be necessary to perform multiple exports to retrieve all the desired information. In case you need to export large number of emails, the resulting file size can be large, making it challenging to download and save the file. 
  • If you are new to Google Takeout, you can check Google Takeout instructions to learn the details.

How to Backup Gmail Emails Efficiently

As you can see, both manual ways are a little cumbersome. In this situation, it is recommended to use a Google Takeout alternative, MultCloud. It is an excellent cloud file manager that provides users a platform to manage multiple cloud storage services and mailboxes such as Gmail. If you are wondering how to backup Gmail emails with attachments, this service can be helpful.


As a cloud file manager, MultCloud supports more than 30 cloud drives on the market, such as Google Drive, Dropbox, Dropbox Business, Google Photos, OneDrive, OneDrive for Business, Flickr, MEGA, SharePoint, and more. You can utilize this service to manage those cloud drives together, such as uploading, sharing, moving, downloading, copying, and more.

  • Convenient. Put multiple cloud drives and mailboxes in just one place. You can avoid frequent account shifting from different platforms.
  • Exporting to PDF Files. MultCloud allows you to download multiple emails to PDF formats easily and quickly on your local device so that you can access them offline.
  • Smart. If you don't want to save all emails on your Gmail, you can use the Email Filter feature to quickly include/exclude emails.

Anyway,  with the help of MultCloud, you can download a great many emails from Gmail at once only. This is much more helpful since large emails can be downloaded as quickly as possible. Now, refer to the following part to learn how to backup Gmail emails to computer via MultCloud:

Step 1: Sign up for an account on MultCloud via your email. 

Sign Up
Sign Up

Step 2: Navigate to Add Email on the left sidebar. Then hit the Gmail icon to add and give MultCloud access. 

Add Email
Add Email

Step 3: Click on Gmail and multi-select the emails you want to backup. Then hit the Download button on the upper side ribbon.

Download from Gmail
Download from Gmail

Next, you can choose to Save Attachments or not. After setting it, you can start the process by hitting the OK button.

Save Attachments
Save Attachments

This is how to backup emails on Gmail via MultCloud. As you can see, it is much easier and quicker than Google Takeout. And the resulting file is a PDF, which is more practical. How do I download all my Gmail emails to my hard drive? I will use MultCloud to export them as PDF files and move them to my hard drive simply by dragging and dropping.

  • Secure: Equipped with a cutting-edge encryption technology.
  • Efficient: Emails can be downloaded in a hassle-free way.
  • Smart: One-key cloud-to-cloud transfer, sync, backup.

In the End

After reading the whole text, you now know how to backup Gmail emails in 3 simple solutions. Anway, you can choose to use the Print All feature on Gmail, Google Takeout, or MultCloud. If you turn to MultCloud, things will be much easier. On top of downloading emails to your local devices, MultCloud also allows you to migrate emails to another cloud that it supports, such as Google Drive, Google Photos, iCloud Drive, etc.

For instance, you are able to migrate emails to Google Workspace directly without downloading and uploading. Likewise, you can migrate files from one cloud to another seamlessly without going through a troublesome process. In addition, MultCloud helps you backup and sync files between clouds effortlessly. By using, you can connect those cloud drives and mailboxes together.

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