How to Export Gmail Labels Using Four Different Methods?
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Gmail labels help to organize mailbox data based on project, sender, client or topic. However, you need to export selective labels with their associated information for backup, offline access, migration and record-keeping purposes. This blog shares 4 methods that help you to save email content, download selective emails or simply maintain a list of label names.
In this guide, we will explain how to export Gmail labels using BitRecover Gmail Labels Exporter. Then we explain three manual approaches, including their relevant steps and drawbacks that help you to select the right approach for your requirements.
Method 1. How to Export Gmail labels and folders using Gmail Labels Exporter?
BitRecover Gmail Backup Tool allows you to select specific Gmail labels and export their emails to formats such as PST, PDF, EML and MBOX. You can use this software when you need a particular format or want to set filters to include specific messages or want to process batch Gmail accounts in one shot.
- Download and run Gmail Labels Exporter on your pc.
- Enter your Gmail email address and click on Sign in with Google.
- Now, approve permissions to successfully authenticate your Google account.
- Choose the labels or folders you want to export.
- Choose an output format in the list of saving options.
- Select file naming options and filter options based on your selected saving option.
- Choose a destination folder and click on backup to start exporting Gmail labels.
Key features of Gmail Labels Exporter
- It allows you to back up newly received emails after a previous backup without exporting already exported data.
- This software allows you to export selective data based on date range, sender, recipients and subject.
- With this wizard, you can connect your Google account through Google authorization without generating an app password.
- This software can export specific Gmail labels from multiple accounts using the batch backup option.
- It offers a simple GUI to easily select Gmail labels or folders instead of downloading the entire mailbox.
- This wizard can export Gmail emails to PST, PDF, EML, MBOX and many more options.
Method 2. Export Emails from Specific Gmail labels using Takeout
Takeout is a free service offers by Google that allows you to download emails from selected Gmail labels. It exports emails from selected Gmail labels in MBOX format with their attachments.
- Open Google Takeout and sign in to the Gmail account you want to export from.
- Click on deselect all, scroll to Mail and select its checkbox.
- Click All Mail data included and uncheck Include all messages in Mail.
- Select the labels as you want to download and tap on Ok.
- Click on Next step and choose to send the download link via email as the delivery method.
- Select Export once and choose ZIP and set the maximum archive size. Google splits exports larger than this size into multiple archives.
- Click on create export and wait for Google to prepare your files.
- Open the export completion email, download every archive part and extract the files.
Challenges of Google Takeout
- The archive may take time to prepare, depending on the amount of data.
- Google says archives expire after seven days. You need to request a new export if the previous archive has expired from the server.
- The receiving application may not interpret Gmail label metadata or rebuild the original organization.
Method 3. Export Gmail Label Names to Google Sheets
To save a list of your Gmail labels, you can use Labels Manager for Gmail add-ons with Google Sheets. This application creates a spreadsheet for label information. It doesn’t download the emails or attachments as stored inside those labels.
- Open a new Google spreadsheet using your Gmail account.
- Install Labels Manager for Gmail add-on from Google Workspace Marketplace.
- Allows the requested permission before authorizing access.
- Open the add-on from the Extensions menu and select Setup Wizard and create label sheets.
- Open the Workspace name and choose 3. Export Labels .
- In the add-on menu, choose 3. Export Labels → Export Labels (Light).
- Review the exported list, to save a local copy choose file and select download and Microsoft Excel or CSV.
What Information Can You Export?
The Export Labels (Light) option exports label names and their IDs. The full export labels offer additional label information, including message counts. Check the exported names and verify with Gmail that allows you to store all the labels as you want to export.
Limitations of This Method
- You must authorize the add-on and work or school accounts may require administrator approval.
- Exporting the list doesn’t recreate labels or transfer their Gmail emails to another account.
Method 4. Download Gmail Label Emails with Thunderbird
Thunderbird is an open-source email client that allows you to configure your Gmail account and show all labels as folders. You can connect your Google account and copy all labels in a local folder to save it in your computer locally.
- Install and open Mozilla Thunderbird then configure your Gmail account in it.
- Select IMAP during account setup and complete Google’s sign in and authorization process.
- Wait for your Gmail folders to appear. Open the label containing the messages as you want to download.
- Right-click on local folders, select New folder and enter a name for the local copy.
- Select the emails in the Gmail label.
- Right-click and select Copy To → Local Folders → your destination folder.
- Wait for the copying to finish. Repeat the whole process for each label and export it in a local folder.
Limitations of the Thunderbird Method
- Configuring a Gmail account or copying a large number of labels consumes lots of time.
- A message assigned to multiple Gmail labels may be copied into more than one folder.
- Label colors and other Gmail-specific settings are not recreated as they appear in the source.
- Downloaded messages and attachments use storage on your computer. Viewing a synchronized Gmail folder doesn’t create a local backup.
Which Gmail Label Export Method Should You Choose?
Choose an approach that best fits with your needs, like a list of label names or local copies you can read offline.
| Method | Best suited for | Output | Main limitations |
| Gmail Labels Exporter | Exporting selected labels with filters and multiple format options | PST, PDF, EML, MBOX, HTML and other supported formats. | Complete exports require a paid license |
| Google Takeout | Creating a free archive of emails from selected labels | MBOX files inside ZIP or TGZ archives | Requires a compatible application to read the exported emails |
| Google Sheets with Labels Manager | Creating an inventory of label names and IDs | Spreadsheet, downloadable as Excel or CSV | Does not backup emails or attachments |
| Thunderbird | Keeping selected emails available in local folders | Local email copies accessible through Thunderbird | Requires account setup and manual copying |
Common Gmail Label Export Problems and Solutions
If your export fails or the downloaded data looks incomplete, check the following before beginning again.
| Problem | What to check or do |
| A label is missing in Google Takeout | Confirm that you are signed in to the correct account and that the label exists in Gmail. Reopen the mail selection options and check the available labels. |
| A label doesn’t appear in Thunderbird | Check show in IMAP for that label in Gmail label settings, then check Thunderbird’s folder subscriptions |
| Google Takeout export fails | Review Google notifications for details. Try exporting fewer labels at a time if the full selection repeatedly fails. |
| The download link has expired | Create a new Google Takeout export to receive a fresh download link. |
| The MBOX file doesn’t open | Extract the ZIP or TGZ archive first, then open or import the MBOX file using a compatible application. |
| Gmail sign-in fails | Use the application’s supported Google sign-in option and complete authorization. For work or school accounts, check whether administrator restrictions block access. |
| Exported message counts differ from Gmail | Check whether you are comparing individual messages with conversations. Also account for filters and messages copied under multiple labels. |
| Thunderbird messages are unavailable offline | Reconnect, allow the message contents to download and finish copying them into local folders before checking offline access again. |
Frequently Asked Questions
Can I export emails from Gmail labels within a specific date range?
Yes, you can use the date-range filter as available in Gmail Labels Exporter or select messages within the required dates in Thunderbird before copying them. Google Takeout doesn’t allows to export Gmail labels based on date range.
Can I Export Empty Gmail labels?
You can export empty label names using the add-on. An empty label contains no emails, so an email export may not create a corresponding file or folder.
Does Exporting Gmail emails free up account storage?
No, exporting Gmail messages will not free up account storage space of your Gmail account. Once you export all of your Gmail labels successfully, you can delete unnecessary information from your mailboxes and clear your trash folder.
Final Thoughts
Let’s conclude this guide, as we have shared all possible approaches to export Gmail labels and folders. First, decide whether you want emails or only the label names list. For dealing with large mailbox data or batch accounts, we recommend that you choose Gmail Labels Exporter, as it’s safe and can process batch accounts in a single process. Thank you for taking the time to read this article. I hope you got what you expected from this article. For any kind of customization, or if you want to know more, you can connect with our support team. They are available 24/7 to assist you.
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