Gmail is one of the most popular email services used by around 2 billion people in the world. Gmail is a prime choice of people for multiple reasons such as it’s cloud-based, free of cost, user-friendly, cross-platform availability and many more. Despite being the user’s primary choice, they do experience a few challenges when using the Gmail email service. The most significant limitation of Gmail is that it provides limited storage space of just 15 GB. People who run out of storage space cannot receive new emails and to prevent this situation people either pay to get more storage in Gmail, or delete emails, or archive Gmail emails to free up space.
Archiving Gmail emails is the most pragmatic approach as users don’t have to delete each email from Gmail or don’t have to keep paying to Gmail for extra space. In this article, we will guide our users on how to archive Gmail emails to save space with the manual method and with the help of the expert tool. Let’s first know the positive outcomes of archiving Gmail emails.
Why Archive Gmail Emails to Free Up Space
- Since Gmail offers only 15GB space, archiving old emails helps to make space for new emails to arrive.
- Deleting emails means you won’t be able to access them again even if you need to. However, if you archive emails, you can access them anytime in the future whenever required.
- Email phishing has become a common practice these days, to prevent the confidential emails getting exposed, it’s important to archive emails and delete them from the Gmail account.
- Creating an email backup refrains people from any kind of data loss in case of accidental deletion, malware attacks, email client failure etc.
- Over time, mailboxes become cluttered with old emails. Archiving emails and freeing up Gmail storage space can help the email system to run smoothly and efficiently.
- Archiving emails also helps to organize and manage them well, as one can categorize them with labels and put them in respective folders. This is especially helpful in large-scale organizations where email management plays a crucial role.
Gmail In-built Option to Archive Gmail Emails
- Firstly, open your Gmail account.
- Next, select the email you need to archive.
- Then, go to the Archive icon on the top and click.
- Finally, your mail is now archived and you can access it in the All Mail folder in your Gmail account.
Note: Although the Gmail provided in-built archive option is available, it doesn’t free up the space in the Gmail account.
Archive Gmail Emails using Google Takeout Method
- Firstly, open Google Takeout on your browser.
- Next, uncheck all the options and only select Mail option from the list and press the Next button.
- Then, select the Send download link via email option from the delivery method option.
- Now, choose the .zip option from the list of file types option.
- Next, choose the zip file size as per your requirement.
- Then, press the Create Archive button.
- Now, the download process will start.
- Next, after the process is finished, click on the Download archive option.
- Finally, you can save your Gmail files to your desired location internally or externally.
Disadvantages of using Manual Method
- Manual process of archiving Gmail emails can be very time consuming especially if users have large volumes of data.
- Using the Google Takeout method, your Gmail emails will be saved in the MBOX format once exported. This means users cannot access email data directly and will have to
- convert MBOX files to a readable format.
- In the manual method, users do not get choice to archive selective date as per their requirements. They either have to export all Gmail data or nothing at all.
- The risk of data loss is a high probability as it may lose some crucial data like attachments or metadata during the archive process.
- The manual method doesn’t guarantee to preserve the email attributes and folder hierarchy as original.
Expert Tool to Archive Gmail Emails
Although the manual method to archive Gmail emails to save space exists, they come with certain limitations as discussed in the above section. Therefore our team has developed a groundbreaking software to overcome all the manual challenges. The 4N6 Email Backup App is capable to archive Gmail emails to free up space using quick and easy steps. The versatile tool provides multiple saving options and file formats for users to choose it as per their requirements.
The efficient software offers to export all Gmail emails including attachments, folders and all metadata during the archive process. Tool offers the advanced search and filter option for users to select emails based on a specific criteria like date range, subject, sender and receiver details and more. The application can also extract specific email data like attachments, email addresses or phone numbers separately so users can archive only the needful email data.
The tool prioritizes user’s data privacy and keeps their emails completely safe and secure by processing the files locally without uploading it on the server. It’s a 100% reliable software which preserves the email attributes and folder structure as original during the process.
Quick Steps to Archive Gmail Emails to Free Up Space
- Firstly, download and run the software on your P.C.
- Next, click the Open button and choose the Email Account.
- Then, enter email account credentials for the transfer process.
- Now, preview and select the email data from the software panel
- Finally, choose the desired saving format and click the Export and then Save button.
Conclusion
As we come to an end, we hope the respective article has been helpful for our users to navigate their query on how to archive Gmail emails to free up space. We have provided a complete manual guide to users and highlighted the significant drawbacks of the manual methods even if it comes free of cost. We advise our users to try the trusted software to overcome the issues of manual process and facilitate the easy and seamless archiving process.
