Ora

How to Download Emails to Your USB Drive

Published in Email Backup 6 mins read

Downloading your emails to a USB drive primarily involves exporting them from your email service provider or desktop email client and then transferring the exported file to your USB. This process allows you to create a secure, offline backup of your important correspondence.

There are two main approaches to achieve this: exporting directly from your webmail service (like Gmail, Outlook.com, or Yahoo Mail) or using a dedicated desktop email client (like Microsoft Outlook or Mozilla Thunderbird).

Method 1: Exporting Emails from Webmail Services (e.g., Gmail with Google Takeout)

Most major webmail providers offer a feature to export your data, including emails. This usually generates an archive file that you can then download and save to your USB.

For Gmail Users: Using Google Takeout

Google Takeout is a service that allows you to export your data from various Google products, including Gmail.

  1. Visit Google Takeout: Open your web browser and navigate to the official Google Takeout page. You may need to sign in to your Google account.
  2. Deselect All: On the "Create a new export" page, click "Deselect All" to uncheck all Google services. This ensures you only export the data you need.
  3. Select Mail: Scroll down the list of products until you find "Mail." Check the box next to "Mail." You can often customize the export by clicking "All Mail data included" to choose specific labels or folders.
  4. Proceed to Next Step: Scroll to the bottom of the page and click "Next Step."
  5. Choose Export Options: In the next window, configure your export settings:
    • Delivery method: Select "Send download link via email."
    • Frequency: Choose "Export once."
    • File type & size: Select a file type (e.g., .zip is common) and a maximum archive size. If your emails exceed this size, Google will split them into multiple files.
  6. Create Export: Finally, click "Create Export." Google will begin processing your data. This can take anywhere from a few minutes to several hours or even days, depending on the volume of your emails.
  7. Download and Transfer to USB: Once your export is ready, you will receive an email with a download link. Click the link to download the .zip file (or files) to your computer.
    • Insert your USB drive into an available port on your computer.
    • Locate the downloaded .zip file (usually in your "Downloads" folder).
    • Drag and drop the .zip file onto your USB drive's folder, or right-click the file, select "Copy," navigate to your USB drive, and then right-click in the USB drive's folder and select "Paste."

For Other Email Services (Outlook.com, Yahoo Mail, etc.)

Other webmail providers typically offer similar data export functions, though the exact steps and terminology may vary:

  • Outlook.com (Microsoft Account): Look for options under "Settings" > "View all Outlook settings" > "General" > "Privacy and data" or "My account" > "Privacy" > "Download your data."
  • Yahoo Mail: Often found under "Settings" > "More Settings" > "Download your data."

Always refer to your specific email provider's help documentation for the most accurate and up-to-date instructions.

Method 2: Using a Desktop Email Client

Using a desktop email client like Microsoft Outlook or Mozilla Thunderbird can offer more direct control over your email files, as they download emails to your computer's local storage. You can then export these emails into a single file format that's easy to transfer.

Steps to Export from an Email Client

  1. Install and Configure an Email Client:

    • If you don't already have one, install a desktop email client such as Microsoft Outlook (often part of Microsoft 365) or Mozilla Thunderbird (free and open-source).
    • Add your email account to the client. You'll need your email address and password, and possibly specific server settings (IMAP/POP3). The client will then begin downloading your emails to your computer.

  2. Export Emails to a File:

    • For Microsoft Outlook:

      1. Go to File > Open & Export > Import/Export.
      2. Select Export to a file and click Next.
      3. Choose Outlook Data File (.pst) and click Next.
      4. Select the email account or specific folders you wish to export. Make sure "Include subfolders" is checked. Click Next.
      5. Click Browse to choose a location on your computer to save the .pst file. You can also set a password for the file (optional).
      6. Click Finish.

    • For Mozilla Thunderbird:

      1. Thunderbird doesn't have a built-in export function for entire mailboxes in a single file format. You'll typically need to install an add-on like ImportExportTools NG.
      2. Go to Tools > Add-ons and Themes and search for "ImportExportTools NG." Install it.
      3. Restart Thunderbird if prompted.
      4. Right-click on the email folder (e.g., "Inbox," "Sent") you want to export.
      5. Select ImportExportTools NG > Export folder > as EML files (or .mbox file, HTML, etc., depending on your needs).
      6. Choose a destination folder on your computer and click Select Folder.

  3. Transfer to USB:

    • Once your emails are exported as a .pst file (Outlook) or a folder containing .eml files/a .mbox file (Thunderbird), insert your USB drive.
    • Locate the exported file or folder on your computer.
    • Copy and paste or drag and drop this file or folder directly to your USB drive.

Important Considerations for Email Downloads

  • File Formats:
    • .zip: A compressed archive containing emails in various formats (e.g., .mbox for Gmail). Requires unzipping.
    • .pst: An Outlook Data File, best viewed with Microsoft Outlook.
    • .mbox: A standard format for storing email messages, compatible with many email clients (e.g., Thunderbird, Apple Mail).
    • .eml: Individual email messages. Can be opened by most email clients or even web browsers.
  • File Size: Be aware that large mailboxes can result in very large export files, which might take a long time to download and transfer. Ensure your USB drive has sufficient free space.
  • Security: Your USB drive will contain sensitive personal information. Keep it in a secure place and consider encrypting the drive or the exported email file for added protection.
  • Readability: To read emails exported in formats like .pst or .mbox, you'll typically need a compatible email client or a specialized viewer. Individual .eml files are easier to open universally.
  • Backup Strategy: Using a USB drive is a good method for an offline backup, but it's advisable to have multiple backups, potentially in different locations or on cloud storage, for redundancy.

By following these steps, you can effectively download and store your valuable email archives on a portable USB drive.

← Previous Article
Which prime entry record is returns outwards recorded?
Next Article →
How Can the Floor Push You Up?