What "downloading" an email actually means

When you download an email from Gmail, you are saving a copy of it to your computer or phone in a file format you can open later, even without internet. Gmail itself lives in the cloud — your emails stay on Google's servers unless you take action to save them locally. Downloading is useful when you want a permanent backup, need to attach an email to something else, or want to read messages offline.

Gmail does not have a single "download email" button. Instead, you have three main routes: download one email at a time as a file, download multiple emails at once, or use a tool that pulls all your Gmail into another program like Outlook or Thunderbird. Which one you choose depends on how many emails you need and what you plan to do with them.

Key Takeaways

  • You can download a single email by opening it, clicking the three-dot menu, and selecting "Download message" — this saves it as a .eml file to your computer.
  • To download multiple emails at once, select them with checkboxes, then use the three-dot menu to download them as a .zip folder.
  • Gmail does not have a built-in way to download your entire mailbox, but you can use Google Takeout to export all your data including emails in a standard format.
  • Downloaded emails open in most email programs or text editors, but the .eml format works best when imported into programs like Outlook or Thunderbird.

Download a single email to your computer

Open the email you want to save. Click the three-dot menu icon in the top right corner of the email (not the Gmail toolbar — the menu inside the open message). A dropdown list appears. Select "Download message" from the list.

Gmail saves the email as a single file with a .eml extension to your Downloads folder. The filename is usually the email subject line. You can now move this file anywhere on your computer, attach it to another email, or open it in any program that reads .eml files — most email programs do, including Outlook, Thunderbird, and Apple Mail.

Download multiple emails at once

Go to your Gmail inbox or any folder containing the emails you want. Click the checkbox next to each email you want to download. You can select up to 50 emails at a time in Gmail's web version. Once you have checked all the ones you need, a toolbar appears at the top with action buttons.

Click the three-dot menu on the right side of that toolbar. Select "Download" from the menu. Gmail creates a .zip file containing all the selected emails and downloads it to your computer. Unzip the folder (right-click and choose "Extract All" on Windows, or double-click on Mac) to see all the individual .eml files inside.

Export your entire Gmail account with Google Takeout

If you need to download everything — your entire mailbox, contacts, calendar, and other Google data — use Google Takeout instead of downloading emails one batch at a time. Go to takeout.google.com in your web browser and sign in with your Gmail account.

Click "Deselect all" at the top, then scroll down and check only "Mail" if you want just your emails. Click "Next step" at the bottom. Choose your file format (Gmail recommends "Standard" for email), how often you want the export (one time is fine), and the file size (smaller files arrive faster). Click "Create export." Google prepares your data and emails you a download link, usually within a few hours. The file arrives as a .mbox format, which you can import into Outlook, Thunderbird, or other email programs.

Open a downloaded email on your computer

A .eml file (the format Gmail uses when you download individual emails) opens in most programs. On Windows, right-click the file and choose "Open with," then select an email program like Outlook or Thunderbird. On Mac, double-click the file — it usually opens in Apple Mail automatically. You can also open .eml files in a text editor like Notepad to see the raw email code, though this is rarely useful.

If you have no email program installed, you can open .eml files in some web-based tools or convert them to PDF using online converters. However, the easiest approach is to import the files into an email program where you can read, search, and organize them like normal messages.

Import downloaded emails into Outlook or Thunderbird

If you downloaded emails as .eml files and want to organize them in a dedicated email program, both Outlook and Thunderbird can import them. In Thunderbird, go to File > Import, select "Mail," and choose Thunderbird as the source. Then select the folder containing your .eml files. Thunderbird reads them and adds them to your local mailbox.

In Outlook, the process is less direct — Outlook does not import .eml files as easily. Your best option is to drag and drop .eml files directly into an Outlook folder, or use a third-party tool designed to convert .eml to Outlook's native format. If you are using Google Takeout's .mbox export, both programs have import tools specifically for that format, making the process simpler.

Common mistakes to avoid when downloading

The most common mistake is downloading emails you do not actually need, which wastes storage space and creates clutter. Before you download, ask yourself whether you really need a permanent local copy or whether Gmail's search and archive features already do what you need. Gmail keeps your emails indefinitely unless you delete them, so downloading is usually only necessary if you are switching email providers or want offline access.

Another mistake is forgetting where you saved the files. Downloaded emails go to your Downloads folder by default, but they can get lost among other files. Create a dedicated folder on your computer for downloaded emails before you start, then move them there immediately after downloading. This makes them much easier to find later.

Frequently Asked Questions

Can I download emails from Gmail on my phone?

The Gmail app on iPhone and Android does not have a download button. Your best option is to forward the email to yourself or another account, then download it from a computer. Alternatively, use Google Takeout on your phone's web browser to export your entire mailbox, though this works better on a computer.

What happens to my emails in Gmail after I download them?

Downloading creates a copy on your computer — it does not remove the email from Gmail. Your original emails stay in Gmail unless you delete them. If you want to remove them from Gmail after downloading, you must delete them manually.

Can I download emails with attachments?

Yes. When you download an email as a .eml file, any attachments come with it. When you open the .eml file in an email program, you can save the attachments separately just as you would with a normal email.

Is there a limit to how many emails I can download at once?

Gmail's web version lets you select and download up to 50 emails at a time. If you need more, download them in batches of 50, or use Google Takeout to export your entire mailbox at once, which has no limit.

What if the download fails or gets interrupted?

If your download stops partway through, start again — Gmail does not resume partial downloads. For large exports from Google Takeout, check your email for the download link if the browser download fails. You can also request a new export from Takeout if the link expires.