How to Save A Bunch of Emails at Once

Emails save important information that communicates with others, even including photos, files, or other files. If you need to move to a new mail provider, you have to backup all emails as a backup to keep them safe, is there any way to save all my emails as a backup?

Definitely. How to save all my emails as a backup in text format and allows you to retrieve them easily? You can find answers here because we will show you backup emails for Gmail and Outlook separately.

Save All My Emails As A Backup
Save All My Emails As A Backup

Why Backup All Emails at Once?

To keep all emails safe, it’s highly recommended to create a backup copy for your emails from Outlook, and Gmail especially when turning to a new mail provider due to many reasons, such as:

  • Different mail provides different functions, you have to backup all emails from this email and turn to another email to use the function.
  • Bugs in the mail you can’t stand anymore.
  • User interface.
  • ...

Because you cannot import emails from one mail server to another directly and it’s still having problems after migrating emails between two mail servers, like emails get lost, and many more. Thus, you can restore or retrieve emails quickly if you need some important data in the email after backing up.

Best Free Way to Save All Emails as a Backup

How to backup all emails from Gmail or Outlook? Generally speaking, there is no direct way to save all emails as a backup for you no matter whether Outlook or Gmail. Fortunately, you’re able to take a backup of all emails from Gmail with the powerful web-based multi-cloud manager - MultCloud. Besides, it will soon support and Office 365 Mail. The email-supported version of MultCloud will be released before June.


Here are the simple steps to download all emails from Gmail as PDFs with MultCloud:

1. Please sign up for a new MultCloud account, and log in.

Log in to MultCloud
Log in to MultCloud

2. Tap Add Email > Gmail to add to MultCloud, then it will list all labels in Gmail as folders afterward on the MultCloud page.

Add Gmail
Add Gmail

Tip: As a matter of fact, Gmail saves all emails in the All Mail folder, including Inbox, Drafts, Sent, and other labels except for Spam and Trash folder. Thus, you can back up emails in All Mail from Gmail to achieve your goal.

3. Open the All Mail folder in Gmail to select all emails from Gmail, choose Download from the top menu or right-click them to choose Download.

Download Emails from Gmail

4. Rename the download, and tick Save Attachments and Conversation Format, click OK.

Download Settings
Download Settings

Now, all the emails in Gmail will be backed up to PDFs. Every email will be saved as a PDF, and all the attachments will be downloaded in the original file format.

How to save all my emails as a backup for Outlook

How do I save all emails from Outlook? You have to download the Outlook desktop app on your computer, then add all your email accounts to Outlook. Then follow the below steps to backup all emails from Outlook:

1. Please open your Outlook desktop app on your computer after adding all email accounts.

2. Click Inbox for one email account, click Ctrl + A to select all emails from Inbox, and right-click them, choose Quick Print.

3. Rename the PDF file, and click Save.

How many attachments there are, and you will be asked how many times to save the attachment. And all the emails will be saved in a PDF.

You have to repeat the same process for other email accounts.

Besides, you have another way to save all emails for Outlook:

Please select File > Open & Export > Import/Export in your Outlook, choose Export to a file and hit Next, select Outlook Data File (.pst), and Next, choose the mail folder to backup, and hit Next. Now choose a location to store the backup file, then click Finish.

Export Emails from Outlook
Export Emails from Outlook

How to backup All Emails in Gmail

How to save all my emails as a backup? Here Google Takeout can be one of your choices to backup all emails from Gmail. Here is how it works:

1. Please log in to Google Takeout.

2. Click Deselect all.

3. Scroll down to tick Mail only.

Tick Gmail All Mails
Tick Gmail All Mails

Note: Google Takeout back up all emails from Gmail by default. So, you can hit All Mail data included to select some emails from Gmail to backup and hit OK if you confirmed.

4. Hit the Next step.

5. Select Send download link via email in the Destination, and set up the frequency, file type & size, and click Create export.

Create Export for Gmail
Create Export for Gmail

6. Then it will show you Export progress, showing Google is creating a copy of files from Mail, this process can take a long time (possibly hours or days) to complete. You’ll receive an email when your export is done.

Google is Creating A Copy of Files from Mail
Google is Creating A Copy of Files from Mail

Besides, you can save Gmail to Google Drive in step 5 if you’d prefer. This way creates a zip folder, which stored a .mbox file, you have to use some specific apps to open it.

The Epilogue

How to save all my emails as a backup in Outlook and Gmail? This post has listed the detailed steps to back up all emails from Outlook and Gmail. Just find the best free way to save all emails at once for safekeeping.

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