How to Backup Gmail Account Before Deleting [Updated 2026 Methods]

If you are planning to delete your Gmail account for any reason, like switching to another service, or if Gmail not working properly. Then the local backup is mandatory to ensure data continuity after removing the account. For the same, I’m here to guide you on how to backup Gmail account before deleting it via the most appropriate solutions step by step.

So, look no further, just engage with this complete walkthrough, and get the answer to this and related queries. But, do you know why it is necessary to have a backup of your Gmail account before any deletion? You are here, so this means you already know the same, but still, I’ll share some more points next, which will help you to make a wise decision, without any confusion.

Why Always Backup Gmail Before Deleting

Before removing your Gmail account, the very first thing is to take a complete account backup on your local system. Here’s why:

• Once a Gmail account is deleted, Google permanently removes all emails, attachments, and folders with no recovery option.
• Important emails like bank statements or login confirmations are lost forever.
• Many online services are linked to your Gmail address, and old emails may be needed to recover those accounts.
• Accidental deletion or wrong account removal can result in total data loss.
• A local backup gives you permanent access to your emails even after your Gmail account is erased.
• Backups allow you to view emails anytime without depending on Google and the internet.

All these points are saying save your Gmail account before any removal, as after deletion, Google erases everything permanently after the short recovery window. Even Google Support cannot restore it.

To ensure every data category is saved in your PC, next, I’ll share exactly what content you can export.

What Backup from a Gmail Account

When you prepare a Gmail account for deletion, make sure to back up:

• All emails
  • Inbox
  • Sent
  • Drafts
  • Spam
  • Trash
  • Labels
• Attachments
• Contacts
• Calendar events
• Google Drive files (if connected)
• Account activity (optional)

But in this article, I focus on email backup, because every crucial information is stored in emails, and when users lose that, it becomes a hassle, and impossible to restore, until you have a local backup. 

How to Backup Gmail Account Before Deleting?

Most of the users question whether these methods, which I’m going to share, are working or not. So one thing let me clear, that these are not a theory or random solutions, instead, these are the same techniques I use when migrating or closing business and personal Gmail accounts.

One can opt for any of these techniques to export Gmail emails to Outlook (PST), MBOX, or any other preferred format. So, let me share them one by one:

#Method 1. Google Takeout

This is the safest and most reliable way to download a Gmail account for free. Google Takeout allows you to export all Gmail data in a single archive. Without wasting any time on Google Takeout introduction, let me explain the simple step-by-step instructions to use it for backing up data:

1. Open Google Takeout.
2. Sign in with the Gmail account to delete.
3. Click Deselect all so only Gmail is selected.
4. Scroll down and check Mail
5. Click All Mail data included:
   • Inbox
   • Sent
   • Drafts
   • Labels
   • Trash
   • Spam
6. Always select everything
7. Click Next step
8. Under Delivery Method, choose “Send the download link via email”
9. Now, choose:
   • Export once
   • File type: ZIP
   • Size: 10 GB (or 50 GB if the mailbox is large)
10. Click Create export

Google now prepares your IMAP backup. It will take minutes or several hours, depending on the mailbox size.

When Google sends the download email, download all ZIP files.

Inside the ZIP file, Gmail data is stored as MBOX files, which contain every email and attachment. One more tip from my side, always keep these files in at least two places, whether internal drive or external drive, to access your data from any location or device.

#Method 2. How to Backup Gmail Account Before Deleting Using Email Clients (Outlook or Thunderbird)

This method is ideal when you want to emails in a readable format instead of archive IMAP email. For the same, follow this set of instructions:

1. By default, IMAP is already enabled in a Gmail account. 
2. Open Outlook or Thunderbird
3. Add your Gmail account using:
   • Email
   • App password (if 2FA is enabled)
4. The client syncs all Gmail folders:
   • Inbox
   • Sent
   • Drafts
   • Labels
5. Once everything is synced, export:

In Outlook:

• File > Open & Export > Import/Export
• Export to a file > Outlook Data File (.pst)

In Thunderbird:

• Install ImportExportTools
• Right-click on the account > Export to MBOX

Now you have a local copy of my Gmail emails.

#Method 3. Professional Software

If you need 100% reliable backup with attachments and advanced filters, then use the cutting-edge SysTools Gmail Backup Program now. The best thing I like about this solution is that it is one of the fastest and export complete Gmail account within multiple formats, i.e. PST, MBOX, EML, PDF and MSG.

Not only this, but also it will:

• Keep folder structure intact
• Export only selected dates or folders options
• Offers to store on an external drive

So, try this for free, and follow the step-by-step instructions to back up emails, contacts, calendars, and other data simultaneously: 

• Step 1. Install and open the solution.

• Step 2. Now, select the preferred format, i.e. PST, MBOX, MSG, EML, or PDF.

• Step 3. Enter your user ID, and click on Sign in with Gmail.

• Step 4. Now, select the target location to save the resultant files.

Step 5. Finally, hit the Start button.

This method is best when the Gmail mailbox is large or contains sensitive data, and data loss cannot be afforded.

Author’s Verdict

Never mass delete emails on Gmail without backing them up. By using Google Takeout, email clients, or a professional backup tool (Method 3), you can ensure nothing is lost.

If you are serious about data safety, follow these steps exactly before deleting your Gmail account.

FAQs

Q1. When using the tool, how much time does it take to back up Gmail emails?

The speed of the backup process totally depends on the good internet speed and the size of the data that is required to backup.

Q2. Is it possible to backup Gmail account before deleting it when using this software?

Yes, this tool is developed to back up your entire Google account data (Emails, Contacts, Calendar, etc). You can use this tool and backup your data from multiple Google accounts.

Q3. Does the tool provide any options to export Gmail emails in different file formats?

Yes, the tool provides the Options: PDF, EML, MSG, PST and MBOX to export and save emails before deleting the account.