It’s no secret that the world we currently live in is digital. From our phones to tablets to laptops, it’s possible to take work and fun with us wherever we go. We can also stay in touch with friends and family through a variety of different mediums, with email being one of the quickest and easiest options.

One of the most popular email service providers is Gmail. It has risen in the ranks of email service providers because people are able to access their messages on any device, as long as they can connect to the internet. Accessibility is a big deal, but so is cost — and signing up for Gmail is free.

Our world may be digitally based, but there are times when you need a physical copy of your emails for reference. Whether for business or personal needs, when you need a paper copy of your messages, that may have you wondering how to download multiple emails from Gmail.

How to Download Multiple Emails from Gmail

There are many different reasons why you may need to download multiple emails from your Gmail account. Perhaps you use this email service for your business and need to archive conversations with an employee or client.

Even if you use Gmail for personal reasons, downloading multiple emails will ensure you have them archived and can access them when necessary. You also have the option of printing them if you want.

When it comes to learning how to download multiple emails from Gmail, these are the steps you’ll need to follow:

Step 1: Log in to Google Takeout

When asking how to download multiple emails from Gmail, the first thing you’ll need to do is go to Google Takeout and input your username and password.

You can use whatever browser you want to access this site.

Step 2: Deselect All

After gaining access to your Google Takeout account, in the top right-hand corner of the screen, you will see a link that says, “Deselect All.” Before you can download all Gmail emails to a computer, you’ll need to click on this.

You will notice that all of the checkboxes for the list beneath this option are now empty. That’s how you’ll know this step was successful.

after loging in to takeout click on deselect all how to download multiple emails from gmail

Step 3: Look for Mail

From the list of options in your Google Takeout, scroll down until you find “Mail.” The options are in alphabetical order.

Once you have found “Mail,” click the box on the right-hand side of the screen to select it.

Step 4: Choose “All Mail Data Included”

When learning how to download multiple emails from Gmail, once you have clicked the checkbox for Mail, two new options will become available.

Click on the link that says, “All Mail data included.”

click on all mail data included and deselect how to download multiple emails from gmail

Step 5: Decide Which Emails You Want to Download

Clicking on “All Mail data included” will open new options for you to choose from. You can download all Gmail emails to a computer, or you can download emails from a specific label.

If you want to download all of your emails, click the checkbox before the words, “Include all messages in Mail.”

Should you find that you only need to include messages from a certain label, you will choose that label from the list of options that appears on the screen. You can choose more than one label if you prefer.

Step 6: Click OK and then Next Step

After deciding exactly which emails you want to download from Gmail, click the OK button at the bottom of the screen.

You will be taken back to the list of items that can be exported from your computer. Scroll down to the bottom and then click on the Next Step button.

click ok and then on the next step button how to download multiple emails from gmail

Step 7: Choose Your Delivery Method

A new menu will open, and you will then have to decide the delivery method for your emails from the following options:

  • Send download link via email
  • Add to Google Drive
  • Add to Dropbox
  • Add to Microsoft OneDrive
  • Add to Box

When asking how to download multiple emails from Gmail, the delivery method you choose will be based on how you prefer to access your information and how many emails you have.

If you want to download Gmail emails to a hard drive, this option works best if you don’t have tons of messages to save. They will take up space on your computer, and you don’t want to exceed your storage limit.

Should you have a large number of emails that you want to download, then sending them to your Google Drive or one of the other options might be in your best interest. Again, you need to be aware of any storage limits you might have before choosing these options so that you don’t exceed your storage capabilities.

Step 8: Select File Type and Size

After determining which delivery method will work best for you, you then need to determine what file type and size you want to download.

More often than not, choosing the .zip file is in your best interest. It can be opened on a variety of different devices without needing special software.

Of course, if you already have the right software downloaded, you can choose the .tgz option.

When it comes to size, the average is 2 GB. However, depending on where you are sending your emails, you can decrease or increase the final size of your Gmail messages export.

choose a delivery method and the type of file how to download multiple emails from gmail

Step 9: Create Your Export

When going through the how to download multiple emails from Gmail process, after choosing a destination, file type, and file size, you will then click on the “Create export” button at the bottom of the screen.

You will receive confirmation that your task is underway and that the process may take up to several hours or even days — it all depends on how many messages you are downloading and your internet speed.

You will receive a message when your emails are ready to be accessed.

export progress and open the email that was sent to you download all Gmail emails to a computer

How to Export Gmail Emails to PDF

In addition to wondering how to download multiple emails from Gmail, you might also be wondering how to save multiple emails as PDF Gmail. To export Gmail emails to PDF, these are the steps you’ll need to follow:

Step 1: Open the Gmail Backup Tool

When attempting to save multiple emails as PDF Gmail, there’s no way to do this directly from your inbox. You’ll need to download a Gmail Backup tool and input your Gmail credentials, including your username and password.

handybackup download Gmail emails to a hard drive

Step 2: Choose PDF as the Save Format

When you’ve gained access to the Gmail Backup tool, to save your emails as a PDF, you’ll want to choose that file option from the drop-down menu.

Step 3: Pick a Destination

When attempting to save multiple emails as PDF Gmail, in addition to choosing the file type, there will be some other items that need to be filled out before you can export your information.

You’ll also need to choose a destination. More than likely, this will be a folder on your computer. Pick a destination that will be quick and easy for you to access.

Step 4: Start the Export

After filling in the necessary information for the Gmail Backup tool, you’ll then click the Start button at the bottom of the screen.

You should then be able to save multiple emails as PDF Gmail to your computer to access them when you need them.

gmail and desktop click on the finish button download all Gmail emails to a computer

How to Print Multiple Emails from Gmail

In addition to needing to download multiple emails from Gmail, you might also need to print them so that you have a paper copy.

Unfortunately, there’s no way to do this. You can print single emails from your Gmail inbox, but if you have a lot, this could be incredibly time-consuming.

One option you might consider is after your export your emails, you can then print them from where they are stored.

Gmail Alternative Email Services

Gmail is a great email service that comes with many perks, but if you’re looking for an alternative email service that makes exporting messages easier, you might consider checking out some of these options:

ProtonMail

This email provider is based in Switzerland, which has a reputation for upholding strong privacy protections. You can be confident in knowing that your emails are secure and private. This email service provider is even trusted by top academics who work at CERN and MIT!

ProtonMail offers a free service, but if you want to be able to use their Import-Export feature, this will cost you. However, the price may be worth it to ensure you are able to download and archive your emails to a destination of your choosing.

Outlook

Another alternative to Gmail that you might consider includes Outlook. This email provider can be used for both business and personal endeavors, and you can export messages if necessary.

Outlook offers both free and paid options, which allows you to do more with your emails. You also have access to a calendar, as well as OneDrive, which can make saving your messages incredibly quick and easy.

FastMail

If you’re looking for an email service provider that is simple but offers security and exporting ability, then you need to check out FastMail. It can import and export information from other email providers you might use and can be used for personal and business needs.

This email provider is not free, but there are different payment options for you to choose from. The price depends on how much storage you need, and it may be worth it to make it quick and easy to import and export messages.

Backing Up Your Gmail Messages

Gmail is used by billions of people around the world for a variety of different reasons. Not only does it keep them in contact with their family and friends, but it can also be used for business endeavors. It’s also free and easy to use, which makes it incredibly appealing.

The amount of storage that Gmail offers is ample, but there may be times when you need to download your messages to archive them and/or to be able to access them whenever. If you are wondering how to download multiple emails from Gmail, these are the steps you’ll need to take:

  1. Log in to Google Takeout
  2. Deselect All
  3. Look for Mail
  4. Choose “All Mail Data Included”
  5. Decide Which Emails You Want to Download
  6. Click OK and then Next Step
  7. Choose Your Delivery Method
  8. Select File Type and Size
  9. Create Your Export

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