How to Download Emails to Computer with All Attachments?

  

Mark Regan
Published: July 24th, 2026 • 8 Min Read

Summary: You can download emails to computer by using your email provider’s export feature, an email client like Outlook or Thunderbird or an email backup solution. Depending on method, you can save individual emails or complete mailboxes with attachments for offline access, backup, migration or long-term storage.

Downloading emails to computer means you are saving copies of email messages from an email service to local device or computer for offline access, backup, migration or long-term storage. Unlike simply viewing emails online, downloaded emails remain available on your computer & may also include attachments, email headers, timestamps & other metadata.

Whether you are using Outlook, Gmail, Yahoo Mail, Microsoft Office 365 or IMAP accounts, there are several ways to download emails. The right method depends on whether you want to save single email, download selected folders or backup entire mailbox. In this blog, you’ll understand about available methods, when to use each one & how to download emails with attachments while preserving your crucial data.

Why Do Users Download Emails to Computer?

People download emails to computer for various personal, business & legal reasons. Saving emails locally gives them more control over their data & ensures important messages remain available even if something happens to their email account.

Most common reasons to download emails to computer:

• Offline Access: You can read emails without an internet connection for example, while you are traveling or working in areas with limited connectivity.
• Create Backup: You can keep a copy of important emails in case they are accidentally deleted or email account becomes inaccessible.
• Archive Old Emails: Store older emails on computer to keep them safe while reducing mailbox clutter.
• Keep Legal/Financial Records: You can save contracts, invoices, tax documents & other important emails which may be required later.
• Direct Access: If you keep local copy of your emails you can directly access your emails without relying only on email provider.

How to Download Emails to Computer with Manual Method?

Here are some manual methods which we have explain it in simple steps:

Method 1: Download Emails to Computer (Using Print to PDF)

You can use the method to download emails to a computer from Gmail, Outlook.com, Yahoo Mail, AOL  Mail & other Webmail services:

1. At first, sign in to your email account.
2. Secondly, open email you want to download.
3. Third, click Print icon or you can also choose Print option from more options menu.
4. Then, in printer selection window, choose Save as PDF (or Microsoft Print to PDF on Windows).
5. Now click save.
6. Afterwards, select folder on your computer.
7. Then, enter file name.
8. At last click save.

Method 2: Download Gmail Emails Using Google Takeout

You can use this method when you need to download emails from Gmail mailbox:

1. Firstly, sign in to your Google’s account.
2. Secondly, open Google Takeout.
3. Then, click deselect all.
4. Now, scroll down, find Mail & check box next to it.
5. Afterwards, scroll to bottom & click next step.
6. Under destination, select Send download link via email.
7. Now, choose .zip format & select any of 1GB, 2GB, 4GB, 10GB, 50GB archive size.
8. Then, click on Create export.
9. Once process is completed you will get notification of Download Archive.
10. At last, you have Google archives, you have to extract Google mail downloaded files to any location of your PC.

Method 3: Download Outlook Emails as PST Format

If you have Microsoft Outlook then you can simply try the below steps to save emails to computer:

1. Open Microsoft Outlook.
2. Select File option.
3. Now, click Open & Export.
4. Then, choose Import/Export.
5. Afterwards, select export to file.
6. Click Next button.
7. Select Outlook Data File (.pst).
8. Click Next.
9. Choose mailbox or folder to export.
10. Enable Include subfolders if needed & click Next.
11. Browse to location on your system.
12. Then enter file name.
13. Finally, Click Finish.
14. Optionally, add password to PST file.

Method 4: Save Individual Outlook Emails

You can save emails to computer using Outlook Desktop:

1. At first, open Outlook.
2. Secondly, select required email.
3. Third, click File.
4. Now, choose Save As.
5. Select file format like MSG.
6. Choose destination to store emails on computer.
7. Finally, click Save.

Method 5: Download Emails Using Thunderbird

This method is supported by Gmail, Yahoo Mail, Outlook.com, Office 365, IMAP account:

1. Install Mozilla Thunderbird.
2. Now, open Thunderbird.
3. Add your email account.
4. Allow Thunderbird to synchronize your mailbox.
5. Then, select email or folder.
6. Go to File > Save As.
7. Select preferred location on your system.
8. Now, choose one of available formats like EML, HTML & TXT.
9. And click Save.

Method 6: Download Emails by Syncing an IMAP Account with Outlook

Below are easy steps to download emails to computer:

1. Open Outlook.
2. Go to File > Add Account.
3. Now, enter your email address.
4. Configure IMAP settings, if they are not detected automatically.
5. Allow syncing, go to File > Open & Export > Import/Export.
6. Select Export to file.
7. Choose Outlook Data File (.pst).
8. Select mailbox.
9. Browse to choose where you want to save file on system, enter file name & click finish.

Limitations of Using the Manual Method to Save Emails to Computer

Although manual methods are free & useful for downloading few emails, they have several limitations, especially when dealing with large mailboxes or multiple email accounts.

• No Bulk Download: Most methods allow you to download only one email at time, making process slow for bulk exports.
• Need Third-Party Tool: Different email providers require different methods, so there is no single solution which works with all email services.
• Limited Formats: Some manual methods are limited to specific file formats like PDF, PST or MBOX & do not offer multiple export options.
• Need Desktop Email Client: Some methods require desktop email client like Microsoft Outlook or Mozilla Thunderbird to complete download.
• No Data Preservation: Original email metadata, internet headers & attachments may not be fully retained in some export formats.
• No Automatic Backup Support: Most manual methods do not support automated or scheduled email backups, requiring users to repeat process whenever they need an updated backup.

Step-by-Step Easy Guide to Save Emails to Computer

Here are some simple and easy steps to save emails to a computer:

1. Download & install software on system and select email source list.
   
2. Fill account credentials & login button to start email file backup process.
3. Now, select folders & subfolders as per your work needed.
4. Choose required format from saving options.
   
5. Select desired destination to store emails on computer & click backup.

Conclusion

If you download emails to computer it helps you to keep important messages safe, accessible offline & ready for backup, migration or long-term storage. Manual methods work well for saving only few emails but they can be limited for large mailboxes or multiple accounts. If you need to download emails in bulk while preserving attachments, metadata & folder structure a dedicated email backup solution provides faster & more reliable approach. Choose method which best matches your email volume & backup requirements.