Best Method I Found To Download, Organize and Archive Your Gmail

Recently I have been working to clear out my Gmail account to stay under the space quota I am allocated at Google. I am someone that saves every email that I send and receive. In my focus of accomplishing this task I recently posted two articles that may be helpful to people who are in the same boat I am in. Both of these articles will help you understand the Google process and what you need to do manage the FREE space you are allocated. Once you surpass the FREE space allocation, Google wants to “sell you” additional space at a subscription rate.

Understanding Your Google Account Online Space Allocations
(for Gmail, Google Drive and Google Photos)

How to “Bulk” Delete Old Emails in Gmail

One of the questions I had when I started this cleaning out process was is there a way to download and save my old Google Gmail emails?

Google will tell you to go to their “Google Takeout” site where you can select and download all of your data (not just emails). That may sound easy, but I have found is that Google packages up your data, whether it is photos or emails, and wraps up that data in downloadable zip files that lack no organization whatsoever and 99% of people will not understand how to do this anyway. Is this a tactic to push people toward buying more space?  Don’t know, but looks like a messy process to me and will only waste your time.

Best Method I Found To Download and Archive Your Gmail:

The method I use to download and archive my Gmail is a third party software application (that is FREE) called MailStore Home.


When you install MailStore Home you will have the option of installing the software or making it a portable application (that can be carried on a flash drive). In my case, I went with the portable option. Once you get the software on your computer, you will need to go to “Archive Email” to enter your Gmail account credentials. Once that is successfully completed, you will see your account under “Profiles”. If you highlight your account under “Profiles”, you will see on the right side of the screen the details of your “Profile” and a “Run” button. Click on the “Run” button and MailStore will start downloading your email from your account. Initially, depending on your Gmail account size, this can take some time; so, be patient. Subsequent use later to download additional emails will be quick.

Once you have downloaded your emails, you can go to the left side of the screen under “Archive”, click on your account, then “inbox” and you will see your downloaded emails (with attachments and all). This software also serves as the container to search for emails as well and it works very well.

The last step I did was go to the right side of the screen, click on “Start Page”, then click on “Backup to HDD or USB” where you are given option to back up to another drive. In my case I have computers networked in my home and backed up my email data to my main computer. When the backup is performed, MailStore actually copies a version of their software to the backup destination so that you can run the software from the backup location.

In closing, you will see other options in MailStore Home, such as exporting the emails you downloaded, adding other email accounts, etc… Very powerful software that allowed me to download and archive my old Gmail emails and allowed me to then clear out my account online to keep me under my space quota.  Best part is that it is FREE…

Source: MailStore Home

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