Michael Castellon

For the post I did on configuring Outlook to backup Gmail and I took in over 10,000 hits for the several hours the post was on the front page of Digg.

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How to back up your Gmail using Outlook (and export it to a PST file)

If you want a safe, offline copy of your Gmail emails, one of the easiest ways to do it is to connect your Gmail account to Outlook and export your mailbox into a single PST backup file. This is especially helpful if you are switching email accounts, cleaning up old data, or you just want a reliable backup you control.

Below is a simple step-by-step guide.

Before you start (quick note on the best option)

There are a few ways to back up Gmail, depending on what you need:

If you want a complete archive of your Google data, the easiest option is Google Takeout.
If you want a mailbox backup file you can open in Outlook anytime, a PST export is a solid option.

This guide focuses on the Outlook method.

Step 1: Enable POP in Gmail

First, you need to turn on POP access in Gmail.

1. Log in to your Gmail account.
2. Click the settings icon in the top right and open See all settings.
3. Click the Forwarding and POP/IMAP tab.
4. In the POP download section, choose one of the following:
   • Enable POP for all mail (downloads everything)
   • Enable POP for mail that arrives from now on (downloads only new mail)
5. Click Save Changes.

Step 2: Add your Gmail account to Outlook (POP settings)

Next, you will add your Gmail account to Outlook using POP.

In Outlook, add a new email account. When asked for server settings, use the information below.

Incoming mail server (POP3): pop.gmail.com
Outgoing mail server (SMTP): smtp.gmail.com

Username: your full Gmail address (example: yourname@gmail.com)
Password: your Gmail password (or an app password, if required)

Step 3: Configure ports and encryption

In the advanced settings, make sure encryption and ports are set correctly.

POP3 (incoming):

• Server: pop.gmail.com
• Port: 995
• Encryption: SSL

SMTP (outgoing):

• Server: smtp.gmail.com
• Port: 465
• Encryption: SSL
• Outgoing server requires authentication: Yes
• Use same settings as incoming mail server: Yes

Save your settings, then run a test connection if Outlook provides one. If anything is incorrect, Outlook will prompt you to fix it.

Step 4: Download your email into Outlook

Once the account is added successfully, Outlook will begin downloading your Gmail messages.

Depending on how much mail you have, this may take a while.

Tip: If you have a large mailbox, let Outlook fully finish syncing before exporting your backup file.

Step 5: Export your Gmail backup into a PST file

Now that your Gmail is available inside Outlook, you can export it to a single file for safekeeping.

1. In Outlook, go to File.
2. Select Open & Export (or Import/Export, depending on your version).
3. Choose Export to a file and click Next.
4. Select Outlook Data File (.pst) and click Next.
5. Choose the folder you want to back up (your Gmail inbox or the full mailbox).
6. Check Include subfolders if you want everything.
7. Choose a location and name for your backup file (example: Gmail Backup.pst).
8. Choose how Outlook handles duplicates:
   • Replace duplicates with items exported
   • Allow duplicates to be created
   • Do not export duplicates
9. Click Finish.

Outlook will generate a PST file containing your exported email.

Step 6: Store your backup safely

Your PST file may contain years of personal email, attachments, and sensitive data, so treat it like a private document.

A good rule is to store it in at least two places, such as:

One copy on an external hard drive.
One copy in secure cloud storage (Google Drive, OneDrive, Dropbox, etc.).

If you use cloud storage, consider encrypting the file or storing it in an encrypted folder for extra protection.

Troubleshooting tips (common issues)

If Outlook keeps asking for your password, double-check that you entered your full Gmail address as the username.

If Gmail rejects your login, you may need an app password (especially if you have 2-step verification enabled).

If messages are missing, remember that POP may not pull everything the same way IMAP does, especially for labels and folders

Final thoughts

Backing up Gmail with Outlook is a simple way to create a single PST file you can keep forever. Once you have that PST saved somewhere safe, you can always import it back into Outlook later and access your email even if your account changes.

Frequently asked questions

Can I back up Gmail in Outlook and export everything to a PST file?

Yes. Once your Gmail is connected to Outlook, you can export your downloaded mail into a PST backup file. This gives you a single file you can store offline and open later in Outlook. It’s a good option if you want a long-term email archive you control.

Why is Gmail not working in Outlook with POP settings?

This usually happens when POP is not enabled in Gmail or the account credentials are not being accepted. Confirm POP is turned on under Gmail settings and that your username is your full Gmail address. If you use 2-step verification, you may need to generate an app password. After updating settings, run the Outlook account test again.

Do Gmail attachments download and save into the PST backup file?

In most cases, yes, attachments are included when Outlook exports the mailbox to a PST file. Keep in mind that large attachments can make the PST file much bigger and slower to export. If the export takes a long time, let it run uninterrupted and consider exporting in smaller sections. You can also back up by folders to keep file sizes manageable.

What is the safest way to store a Gmail PST backup file?

A PST file can contain sensitive emails and documents, so store it carefully. The safest approach is to keep one copy on an external drive and another in secure cloud storage. If you upload it to the cloud, protect the account with a strong password and multi-factor authentication. For extra protection, encrypt the file or store it inside an encrypted folder.

I carry my tiny iPod Shuffle with me almost everywhere I go. I find it especially handy at work where I can listen to music and podcasts from my iTunes music library from home. I have a set of very tiny desktop speakers I can plug directly into whenever I feel the need to listen to Led Zeppe … er … Tchaikowsky.

Yes, it’s true an iPod can make you look extra cool on your way to the job. But now with the functionality of each iPod model there isn’t much need to leave it sitting in your briefcase or purse once you’ve arrived at the office.

So here’s a few ways your iPod can be used at work:

5. Video Presentations: the newest iPod model has video functionality that can make viewing video on the fly very handy. The 5th generation iPod makes it relatively easy to view video on a television with an optional S-video cable. Converting video to an iPod-compatible format isn’t an exact science yet – but it’s not excessively difficult.

4. Slide Shows: Any iPod since the fourth-generation color model makes viewing photos a snap (also compatible on larger screens). Not only that, but Keynote and PowerPoint presentations can be easily formatted to view either on your iPod or on a more viewable display.

3. Podcasts / Audio Training Materials: A large amount of industry training materials now come digitally formatted and audio is no exception. Anything that can be recorded (video or audio) can be displayed or “broadcast” from your iPod. Similarly, any training materials you have on CD (conference lectures, notable industry speeches, etc) can be easily synced onto your iPod using iTunes.

2. Personal Recorder: The flip side to #3 is that your iPod can be used to record audio as well. By using a third party accessory users can record meetings, speeches, and take voice memos that can be easily transferred to a computer and burned onto CD or emailed to others within the company.

1. Portable External Hard Drive: One of the most overlooked features of the iPod is its ability to serve as a portable memory drive. The iPod can be configured to be recognized as a removable drive. This makes it easy to backup important email and other files. I carry a number of document templates on mine in the event I need them for quick access. I also carry several freeware installers with me in the event I need to load them onto another computer I’m using.

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