If you’re here, chances are you want to export emails from Gmail — whether to back them up, analyze them in Excel, upload them to Google Sheets, or reuse them for follow-ups and CRM workflows.
The problem? Gmail doesn’t make this easy. Out of the box, Gmail only lets you download individual emails, threads and attachments, or export your entire mailbox via Google Takeout.
What Gmail doesn’t let you do is export a selected group of emails to a clean CSV file. However, with the right plugin, it’s possible. In this walkthrough, you’ll learn 3 reliable ways to export emails from Gmail:
- Which Gmail export method should you use?
- Method 1: Export selected Gmail emails to CSV
- Method 2: Download individual Gmail emails or threads
- Method 3: Export your entire Gmail account
- What to do after exporting Gmail emails?
Sounds good? Then let’s dive in.
Which Gmail export method should you use?
The best way to export emails from Gmail depends on what you want to do with them afterward. Some methods are designed for reuse and analysis, others for storage or archiving.
Here’s a quick comparison to help you choose the right option:
| Your goal | Method | Best for | Format | Limit |
|---|---|---|---|---|
| Export emails from a specific sender, label, or date range | Method 1: Export selected Gmail emails to CSV | Analysis, follow-ups, CRM workflows | CSV | Up to 50,000 emails per export |
| Save or share a single email or conversation | Method 2: Download individual Gmail emails or threads | One-off downloads, records, sharing | PDF or .eml |
One email or one thread at a time |
| Back up your entire Gmail account | Method 3: Export your entire Gmail account | Full backups, migrations, long-term archiving | MBOX or JSON | Entire mailbox |
Method 1: Export selected Gmail emails to CSV
If you need to export emails from a specific sender, time period, or label, this method is the most practical. You’ll use Gmail filters to narrow down your inbox, then export the results as a CSV file you can work with immediately.
Best for: exporting a specific group of emails for analysis, follow-ups, or CRM use
Format: CSV
Limit: up to 50,000 emails per export
Step 1: Install a Gmail export plugin
To export selected emails to CSV, you’ll need a Gmail export plugin. In this guide, we’ll use Mailmeteor. You can install this free add-on directly from the Chrome Web Store.
Once installed, the plugin adds an Export button below Gmail’s search bar. This allows you to export emails without leaving Gmail, using the same search filters you already use to find messages.
Step 2: Select emails using Gmail search
To choose which emails will be included in your export, simply use Gmail’s search bar. You can start with a keyword, then refine your selection by filtering emails by sender, subject, date range, label, or attachments.
For example:
- from:company.com — emails from a specific sender
- subject:invoice — emails containing a keyword
- after:2025/01/01 before:2025/12/31 — emails within a date range
- label:customers — emails with a specific label
- has:attachment — emails with attachments
Step 3: Choose CSV data fields
Next, click Export below the search bar.
A popup window will appear, where you can select the data fields to include in your CSV file and choose a date range for the export — all emails, today, the last 7 days, or the last 30 days.
Here are the fields you can choose from:
- ID: a unique identifier for each email
- Thread: groups emails that belong to the same conversation
- Subject: the email subject line
- Snippet: a short preview of the email content
- Body: the full email content
- From: the sender’s email address
- To: the main recipient(s)
- Cc: carbon copy recipients
- Bcc: blind carbon copy recipients
- Reply-To: the address replies are sent to
- Date: when the email was sent or received
- Labels: Gmail labels applied to the email
Each selected field will become a column in your spreadsheet.
Step 4: Export and download your CSV
Once everything is ready, start the export.
You’ll receive a download link by email when the file is ready.
Export time depends on volume:
- Small exports (less than 500 emails) take under a minute
- Medium exports (500 to 5,000 emails)take a few minutes -Large exports (more than 5,000 emails) can take up to an hour
If needed, you can split large exports into multiple batches.
Method 2: Download individual Gmail emails or threads
Gmail includes a built-in option to download emails directly from the message view. It doesn’t require any additional tools. Use this method when you only need to download a single email or an entire conversation.
Best for: saving a specific email or conversation for reference or records
Format: PDF or .eml
Limit: one email or one thread at a time
Step 1: Open the email or thread you want to download
Sign in to Gmail on your desktop and open the email (or conversation thread) you want to save.
Step 2: Choose the right format
Click the three-dot menu (⋮) in the top-right corner of the email.
From here, you have two options depending on the format you need:
- Print: saves the email as a PDF
- Download message: saves the email as an .eml file
Step 3: Download attachments
If the email contains attachments, you can download them directly from Gmail — no export needed. To download an attachment:
- Open the email containing the attachment.
- Hover over the attachment preview at the bottom of the message.
- Click Download to save the file to your computer.
Method 3: Export your entire Gmail account
Instead of exporting selected emails, this method lets you download all your emails (or entire labels) in one archive using Google Takeout. Use this if you want a complete backup of your Gmail account or plan to migrate your emails to another service.
Best for: full Gmail backups, migrations, long-term archiving
Format: MBOX or JSON
Limit: entire mailbox (no selection by search)
Step 1: Select Gmail data in Takeout
Start by visiting Google Takeout and signing in with your Google account. On the data selection page:
- Click Deselect all all to avoid exporting unnecessary Google data.
- Scroll down and check Mail.
- Click All Mail data included if you want to choose specific labels, or leave it as is to export your entire mailbox.
- Scroll down and click Next step to continue.
Step 2: Choose delivery method
Next, choose how you want to receive your Gmail export. Google Takeout offers several options:
- Send download link via email
- Add to Google Drive
- Add to Dropbox
- Add to OneDrive
- Add to Box
If you choose email delivery, the download link will remain available for 7 days.
You can also choose whether the export runs:
- Once
- Automatically every 2 months for 1 year (useful for recurring backups).
Step 3: Choose file type and size
Finally, choose how your export will be packaged:
- File type: .zip or .tgz
- Maximum file size: from 1 GB to 50 GB per archive
If your mailbox is large, Google Takeout will split the export into multiple files automatically.
Once everything is set, click Create export.
What to do after exporting Gmail emails?
The real value of exporting emails isn’t the export itself — it’s what you do with the file afterward. Depending on the format you chose, your export can help you reuse conversations, analyze email activity, or simply keep a long-term archive.
If you exported emails to CSV
- Send follow-ups: Export emails from a specific sender, label, or time period, then reuse the list to send follow-ups in bulk.
- Import conversations into a CRM: Upload the CSV file to keep a structured record of past exchanges tied to contacts or deals.
- Analyze email activity: Filter emails by date, sender, or subject to identify patterns, response times, or email volumes.
- Create lightweight backups: Unlike full Gmail backups, CSV files are easy to search, filter, and reuse later.
If you exported emails as PDF or .eml
- Archive important conversations: Save specific emails or threads for legal, administrative, or compliance purposes.
- Share email threads: Forward complete conversations to colleagues or clients without granting Gmail access.
- Preserve the original message format: Keep the exact structure and metadata of an email, especially when exporting as .eml.
If you exported your entire Gmail account
- Create a full Gmail backup: Download all emails and labels to keep a complete offline copy of your account.
- Migrate emails to another service: Use the export to transfer your mailbox to another Gmail account or to a different email provider.
- Store a long-term archive: Keep emails outside Google’s ecosystem for long-term storage or compliance needs.
FAQs
How do I transfer Gmail emails to an external hard drive?
To transfer Gmail emails to an external hard drive, you first need to export them as files. The easiest way is to export your emails using Google Takeout (for a full backup) or export them as CSV, PDF, or .eml files using a Gmail export tool like Mailmeteor. Once downloaded to your computer, simply copy the exported files onto your external hard drive.
How do I export selected emails from Gmail?
Gmail doesn’t offer a built-in way to export only a selected group of emails. To do this, you need to use a Gmail export plugin that works directly inside your inbox. These tools let you select emails using Gmail search (sender, date, label, subject) and export only the matching emails, instead of your entire mailbox.
How do I export Gmail emails to a CSV file?
Gmail doesn’t support CSV exports natively. To export emails to a CSV file, you need a third-party Gmail export tool. These tools allow you to select emails and download them as a structured CSV file containing fields like sender, recipient, subject, date, labels, and message preview — ready to use in spreadsheets or CRMs.
Can you export Gmail emails into Excel?
Yes. Once you export Gmail emails as a CSV file, you can open that file directly in Microsoft Excel. Each email will appear as a row, with columns for sender, subject, date, and other metadata, making it easy to sort, filter, or analyze your emails.
How do I export Gmail emails to Google Sheets?
To export Gmail emails to Google Sheets, first export them as a CSV file. Then open Google Sheets, click File > Import, and upload the CSV. Your emails will automatically be converted into a spreadsheet you can edit, share, or use for follow-ups and analysis.
How many emails can I export from Gmail at once?
The number of emails you can export depends on the method you use. CSV export tools typically allow exports of up to 50,000 emails per export. Google Takeout lets you export your entire mailbox, regardless of size. If you hit a limit, you can usually run multiple exports.
What file formats can Gmail export emails in?
Gmail supports different export formats depending on the method:
- CSV (via third-party tools)
- PDF or .eml (for individual emails or threads)
- MBOX or JSON (via Google Takeout for full backups)
Each format is suited to different use cases, such as analysis, record-keeping, or migration.
How do I export my entire Gmail account for backup?
To export your entire Gmail account, use Google Takeout. Google Takeout allows you to download all your emails — or specific labels — in MBOX or JSON format. This is the best option if you want a complete backup or plan to move your data outside Google’s ecosystem.
Is it safe to use a Gmail export plugin?
Yes—provided you use a reputable plugin. Trusted Gmail export tools use Google’s official APIs, request limited permissions, and don’t store or resell your email data. Always review the permissions requested and choose tools that clearly explain how your data is handled.
Can I automate Gmail exports for regular backups?
Yes. Google Takeout lets you schedule recurring exports (for example, every two months). Some Gmail export tools also allow repeated exports by reusing saved search filters. Automation is useful if you want ongoing backups without manually exporting emails each time.
