Are you looking for a reliable way to migrate emails from Gmail to Outlook? Whether you want to add a Gmail account directly to Outlook or import emails from Gmail to an existing Outlook profile, this blog covers both methods. So, let’s start reading.
Gmail is Google’s free email service that has become one of the most used platforms globally. Gmail offers a clean interface with powerful features that help users manage their email efficiently.
With advanced functions like spam filtering, smart mailbox management, and integration with other Google services like Google Drive, Google Calendar, and Google Meet, Gmail has set a high standard for both personal and business communications.
Whether for personal use or business communication, Gmail is the first choice of millions of people.
Also Read: – How to Archive Gmail to Hard Drive and Save Gmail emails locally?
What is Microsoft Outlook?
Microsoft Outlook is a versatile email and personal information management tool. It is a part of the Microsoft Office suite and available for both Windows and Mac computers. It combines email, calendar, contacts, and task management on one platform.
A key feature of Outlook is that it can save email profile data locally in PST (Personal Storage Table), MSG, and other file formats. These files store your emails, contacts, calendar events, and tasks on your device. This makes it easy to back up or transfer your data.
Outlook helps you stay organized, increase productivity, and have better control over your email management.
Why Migrate Email from Gmail to Outlook?
Here are some of the major reasons why a user might prefer to move their Gmail to Outlook:
- Additional Gmail Email Backup: – Outlook supports saving user profile emails locally to PST/MSG and other file types. It enables users to create a local copy of Gmail data which works as a backup. This backup helps to keep important emails safe and it will also help to recover accidentally lost items in the future.
- Offline Access to Gmail Emails: – Outlook is a desktop application and it works on the process of storing all the data on the user’s drive. Also, Outlook also stores the email profile data on the user’s drive. So, when the user needs to access the emails they can do so in offline mode as well. This means that users can manage and access their Gmail emails without an internet connection.
- Import Emails to Existing Profile: – Some users may need to import specific Gmail emails into an existing email profile in MS Outlook. For this reason users also need to migrate emails from Gmail to Outlook.
- Ease of Access and Interface: – Many users prefer Outlook’s user-friendly interface over Gmail for managing email tasks. Outlook makes email management easier with customizable views, efficient search options, and other features. As a result they need to Migrate Email from Gmail to Outlook.
How to Add or Import Gmail Emails to Outlook: 2 Smart Options
This section covers 2 different ways to get your Gmail emails into Outlook:
- Adding your Gmail account directly to Outlook.
- Importing specific Gmail emails into your existing Outlook profile.
Option 1: – How to Configure or Add Your Gmail Account to Outlook
If you want to manage your Gmail account directly in Outlook, you can add it as follows:
Step 1: Enable IMAP in Gmail
To ensure that your Gmail account syncs properly with Outlook, you must enable IMAP access in Gmail. Do this by following these steps:
- Log in to your Gmail account.
- Click the gear icon (Settings) in the top right corner and select See all settings.
- Go to the Forwarding and POP/IMAP tab.
- Under IMAP Access, select Enable IMAP.
- Click Save Changes.
Step 2: Add the Gmail account to Outlook
After enabling IMAP Access, follow these steps to add Gmail account to Outlook app:
- Open Outlook and go to the View tab, then click View settings.
- Select Accounts > Email accounts.
- From the email accounts pane, select Add Account.
- In the Suggested account dropdown, choose Gmail and then select Continue.
- You’ll be prompted to sign in to your Google account. Enter your Gmail address (e.g., username@gmail.com), then click Next.
- Afterward, a Google account permissions window will pop up. Select Allow to give Outlook permission to access your Gmail account.
- Once the process is complete, click Done.
Now, your Gmail account will be successfully added to Outlook, and you can manage your Gmail emails directly from the Outlook interface.
Note: – This method is for the new edition of MS Outlook. If you want to add Gmail account using a classic/older edition of Outlook, then visit: How to Add Gmail Account in Outlook (Old Editions)?
Option 2: Import Gmail Emails to Existing Outlook Profile
If you want to import Gmail emails to an existing Outlook profile, you can use eSoftTools Gmail Backup & Migration software. This tool allows you to backup Gmail emails to Outlook compatible files such as – PST, EML, MSG and more. Once you get backup, you can easily import files into Outlook.
This method is ideal if you want to:
- Create a secure local backup of Gmail emails.
- Import Gmail data into an already configured Outlook account.
- Select specific folders or emails for backup and migration.
- Maintain original email formatting and attachments.
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How to Transfer Gmail Emails to Outlook Using Gmail Backup Software?
To Migrate Email from Gmail to Outlook, the most efficient way is to first backup your Gmail data as a PST file and then import it into Outlook. Below is a step-by-step guide that covers the entire process:
Step 1: Backup Gmail Emails to Outlook PST File
To start this migration, you must first create a backup of your Gmail emails in Outlook-compatible PST format using eSoftTools Gmail Backup/Migration software.
- Download the software and perform its installation on your Windows computer.
- After installation, launch the tool and input your Gmail email address along with the app password.
- Click the Login button to authenticate your Gmail account and proceed.
- The software will now fetch and display all mail folders that available in your Gmail account.
- Select the folders you wish to backup (e.g., Inbox, Sent, Labels, etc.) from the folder list shown in the software panel.
- From the available saving formats, choose “Save in PST” to export Gmail emails to an Outlook-compatible format.
- (Optional) Use the “Mail Filter by Date” feature to back up emails from a specific date range by setting the “From” and “To” fields.
- Browse and select a location on your system where you want to save the exported PST file.
- Once everything is set, click the “Save Backup” button to start the export process.
Now the software will start creating a PST file that will contain all the selected Gmail emails. Once the process is complete, your Gmail backup is ready to import into Microsoft Outlook.
Step 2: – Import PST File into Microsoft Outlook
Follow the steps below to import a PST file into Outlook:
- Open Microsoft Outlook on your computer.
- Click on the File tab in the top navigation menu.
- Select Open & Export, then click on Import/Export.
- In the Import and Export Wizard, choose Import from another program or file, and click Next.
- Select Outlook Data File (.pst) and click Next.
- Click Browse and locate the PST file you created from the Gmail backup tool.
- Choose how you want Outlook to handle duplicates (you can select Replace duplicates, Allow duplicates, or Do not import duplicates), then click Next.
- Select the mailbox or folder where you’d like to import the Gmail data. You can choose the default mailbox or a specific folder.
- Click Finish to begin importing.
Outlook will now import the contents of the PST file, and in a few moments, your Gmail emails will appear in your selected folders. You can access, search, and manage them just like any other Outlook email.
Conclusion
The process to migrate email from Gmail to Outlook can be a smart move – whether you’re switching platforms or just creating a safe backup. As shown in this guide, you have 2 reliable options for doing this options. First is adding your Gmail account directly to Outlook for constant access. The second one is to use a professional tool like eSoftTools Gmail Backup & Migration software.
With these methods, you can get full control over your Gmail email data via MS Outlook. Just follow the above steps and access your Gmail emails in Outlook without any hassle.
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