Know How Software Works

Learn how to take backup of your Gmail account using the software in the following step by step explanations.


Launch the software from the installed location or Go to Start » All Programs » SysTools Gmail Backup.

Note: The Software is available in multiple languages such as English, Spanish, German, Portugese and Japanese.Henceforth, select the language as per your convenience.



Choose your preferred Language first.
Next, you need to log in to the tool by providing your account credentials and clicking on the Login button.

fill credentials

The message pop up "You will be redirected to browser for authentication". Click OK

accept auth

Sign in to your Gmail Account

sign in

Click on Accept while the Software ask for authentication.

accept oauth

You will now automatically redirected to the software interface as authenticated users.


Select Output Email Format: Choose a desired output file format from: EML, MBOX, MSG & PST File to store the email backup.

email format

Select Destination Location: Select a desired output destination location on your local machine where you would want to store the backup.

browse location

Choose amongst the additional options  i.e. Delete after Download and Apply Filter Option to be applied after completion of the backup process.

  • Delete After Download: This option helps you to delete the emails from server as soon as its backup has been completed.

  • Apply Filter: It helps you to selectively download Gmail data for backup using predefined Filters.

  • filter
    STEP 10

    Filter Options 
    Select Folders: Choose the relevant folders from your Gmail account to be backed up.
    Specific Email filter - Time Interval: Use this option to backup emails from a defined  date range by mentioning  “From” and “To” parameters.

    filter option
    STEP 11

    Locate the preferences option to configure additional settings such as:
    Internal Bandwidth and Time Slot Settings

    STEP 12

    Define additional software preferences:

    • Internal Bandwidth: Specify the Internet Bandwidth to be consumed by the software for backup creation along with the specific unit in Kbps or Mbps.

    • Time Slot Setting: Specify the Time Slot Settings to define the percentage of  CPU usage dedicated to  the software at a specific time range. Mention the “From” and “To” parameters to set the time range and Throttling (in percentage) for the software.

    internal bandwidth

    STEP 13

    Click on the Start button to initialize the backup process.start backup

    STEP 14

    The software displays the process with Counts, Rate, Progress, Current folder name, destination path and provides connection status respectively.

    backup in progress

    STEP 15

    Upon successful completion of the process, the software displays a message window stating “Download Completed Successfully”. Click OK to proceed further.

    downloading completed successfully
    STEP 16

    The software returns to the previous screen displaying the process statistics with complete Counts, Destination path details respectively.


    complete backup report
    STEP 17

    Preview & Verify the Result of Conversion

    • Navigate to the output destination location where the software has downloaded a local backup of your Gmail account data.

    STEP 18

    • Preview the Email data with its default email client. To open an Outlook PST file Open Outlook -> File -> Open -> Outlook Data File and then select the file from its appropriate location.
    open outlook data file
    STEP 19

    Preview the recently added PST file containing the backup of your Gmail account information.

    /view data into outlook

    Free Download Download