How to export Gmail to PST
To export Gmail to PST, add your Gmail account to classic Outlook for Windows over IMAP, let it download the mail, then run File → Open & Export → Import/Export → Export to a file → Outlook Data File (.pst). Google Takeout gives an MBOX, not a PST; that file opens in Thunderbird or in the browser, but turning it into a PST still needs Outlook or a converter. Both routes are below, with the Workspace case and what to do when you want a readable copy rather than a mailbox file.
What a PST is for, and why Gmail does not make one
A .pst is Outlook's mailbox file: folders, messages, attachments, contacts and calendar in one database that Outlook can open on any Windows PC. People want Gmail in that form to move into Outlook, to hand a mailbox to IT or legal, or to keep an offline backup in a familiar format.
Google has no PST writer. Takeout exports .mbox, and the Workspace admin Data Export tool does the same for whole domains. A PST is always produced by Outlook or by a program that imitates it, so some Windows software is part of every route. The PST file explainer covers the format.
Have the email as a file (EML, MSG, MBOX)? Convert it to PDF in your browser: nothing is uploaded.
Method 1: export Gmail to PST with Outlook over IMAP
- In Gmail settings, under Forwarding and POP/IMAP, make sure IMAP is enabled.
- In classic Outlook for Windows: File → Add Account, enter the Gmail address, sign in through Google's window.
- Open File → Account Settings → Account Settings, double-click the Gmail account and set Mail to keep offline to All. Otherwise Outlook downloads only recent months and the PST will miss the rest.
- Wait for the download to finish. Watch the status bar; a large mailbox takes hours.
- File → Open & Export → Import/Export → Export to a file → Outlook Data File (.pst). Select the Gmail account at the top of the tree, tick Include subfolders, choose a location and finish. A password is optional.
Gmail's All Mail folder contains a copy of every message, so exporting the whole account doubles the size. Either exclude All Mail with the Filter button in the wizard, or export only the labels you need.
Method 2: Google Takeout MBOX, then Thunderbird or a converter
- At Google Takeout, deselect all, select Mail, choose all labels or a subset, and create the export. Download the archive and unzip it; the .mbox is inside.
- Open the MBOX in Thunderbird (File → Import, or the ImportExportTools NG add-on) to read and search it on any platform.
- To get a PST from here, Thunderbird cannot write one. Either add the same IMAP account to Thunderbird and Outlook and drag the messages across so Outlook can export them, or use a paid MBOX to PST converter on Windows.
Takeout is the better choice when Outlook is not available or when you need a complete offline copy first. The MBOX is also readable without any mail client: drop it on MBOX to PDF and the messages are listed in the browser.
Google Workspace and G Suite mailboxes
For a company account the admin has two more options. The Data Export tool in the admin console exports every user's mail as MBOX. Google Vault, on editions that include it, can export a mailbox search as PST directly, which is the only Google-side route that produces PST. If you are the user rather than the admin, Method 1 still applies to your own account.
Shared mailboxes and delegated accounts export the same way once they are added to Outlook as separate accounts.
Which method when
| Situation | Use | Produces | Cost |
|---|---|---|---|
| Outlook for Windows available, want a PST | Method 1: IMAP + Export | .pst | Free |
| No Outlook, need an offline copy | Method 2: Takeout | .mbox | Free |
| No Outlook, must end with PST | Takeout, then MBOX to PST converter | .pst | Paid |
| Workspace admin, legal hold | Google Vault export | .pst or .mbox | Included in edition |
| Need documents to file or send | Export Gmail emails to PDF | PDF per message | Free |
When a readable copy serves better than a PST
A PST is for Outlook. If the real goal is a record someone can open anywhere (an auditor, a court, a new employer's HR), PDFs with the headers intact are easier to hand over. Download the messages from Gmail as .eml (three dots → Download message) or take the Takeout MBOX, then convert in the browser: each PDF shows From, To, Cc, Date, Subject and Message-ID, and attachments download as original files. Nothing is uploaded.
For a plain backup of the mailbox with no format change, see backing up Gmail emails; for the opposite move, importing a PST to Gmail.
Frequently asked questions
How to export Gmail to PST?
Add Gmail to classic Outlook for Windows over IMAP, set Mail to keep offline to All, wait for the download, then File → Open & Export → Import/Export → Export to a file → Outlook Data File.
Can I export Gmail to PST without Outlook?
Not for free. Takeout gives an MBOX; turning it into a PST needs a paid MBOX to PST converter or a Google Vault export on Workspace.
How do I download a PST file from Gmail?
There is no PST download in Gmail. Takeout downloads MBOX; a PST comes only from Outlook's export or a converter.
How to export a G Suite or Google Workspace mailbox to PST?
As a user, Method 1 with Outlook. As an admin, Google Vault can export search results as PST; the Data Export tool gives MBOX.
How often should I back up Gmail to PST?
Repeat the Outlook export whenever you need a fresh offline copy; each run writes a new PST. For ongoing backups, keeping the Outlook IMAP account synced is simpler.
How to export a PST to Gmail?
That is the reverse move: open the PST in Outlook with the Gmail account added and drag the folders in, or use Google Workspace Migration for Microsoft Outlook.