Transfer/Import Outlook Email Folders to Gmail: 5 Tested Ways
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When migrating from Outlook to Gmail – for common reasons like switching jobs, leaving university or consolidating personal account it is a common need to import Outlook folders and emails to Gmail account with folder hierarchy preserved as Gmail Labels.
There are native approaches to transfer Outlook emails to Gmail i.e. Manual Drag-and-Drop/ Copy Folder option or Gmail’s Import mail and contacts option. Alternatively there are automated Outlook to Gmail migration software suited for easy bulk transfer.
Scope:
- Transfer old/received mail from Outlook (folder like – Inbox, Draft, Sent or Custom) to Gmail (under designated labels) with attachments & metadata.
- Setup forwarding & rules to automatically forward new Outlook emails to Gmail.
The appropriate approach depends upon the Outlook environment. The instruction below applies to an Outlook.com mail account, and Classic + New Outlook for Windows & Mac.
Preparation to Export Outlook Emails Folders to Gmail
Ensure you complete the following prerequisites before initiating either manual or automated Outlook to Gmail transfer:
- Verify available storage quota in the destination Gmail account. Gmail’s free account only has 15GB of free storage which can be extended with Google One plan.
- Organise and clean up your Outlook mailboxes (suggested – get rid of duplicates) before moving them to your Gmail account.
- Make sure you have a stable internet connection – as the process requires an all time connection to Gmail’s server. Unstable internet may result in skipped messages or failed import.
- Avoid using your Outlook & Gmail accounts to send or receive emails during the migration.
Important: Unlike Outlook, Gmail does not have Folders instead it has labels. Although they both serve the similar purpose of email message organization. They differ in storage architecture; an email can carry multiple labels at once but this is not possible for folders in Outlook
Method 1: Import Outlook Email to Gmail with Built-In Import Feature
Gmail has an import accounts & contacts option that enables you to import Outlook.com emails to Gmail and even emails from other IMAP accounts configured in your Outlook desktop application to Gmail.
- Login to your Outlook.com account via OWA.
- Go to Settings >> Mail & then Forwarding.
- Enable “Let Devices & App Use POP” and “Let Devices & App Use IMAP”.
- Press Save.
- Open Chrome >> Settings >> Privacy & Security >> Site settings.
- Under Pop-ups and redirects choose “Sites can send pop-ups and use redirects”
- Access Gmail via Webmail.
- Click on the Gear Icon >> See All Settings.
- Go to Accounts & Import and click on “Import mail and contacts”.
- Enter your @Outlook.com email ID and press Continue.
- Sign In to the source @Outlook.com account via OAuth >> Accept Terms & Condition.
- Select the import options for your @outlook.com: Import contacts, Import mail and Import new mail for next 30 days.
- Click on Start Import to sync Outlook emails to Gmail.
For a large inbox with attachments, the export can take 30 minutes to several hours to complete.
You can view your Live Outlook account emails in Gmail under “Labels”
Note: Gmail’s Accounts & Import option cannot import messages from Outlook that are 150 MB or larger, including attachments.
Using the built-in method you cannot import email folders stored in local folders of Outlook to your Gmail account. Gmail uses a third-party service called ShuttleCloud to handle this transfer, in case you worry about data breach, use the Outlook desktop client approach.
BitRecover Automated Approach
Use BitRecover Outlook.com backup tool to automatically transfer emails from Outlook to Gmail including attachments & identical folder structure with the added security of OAuth. Download the free trial version now.
Read Here: Enterprise migrations from Office 365 to Google Workspace vary in terms of number of accounts (users/admins) and size of data transfer. Here we have covered steps for individual or user level Outlook data from personal Outlook.com accounts or stored locally in Outlook local folder to personal Gmail (ending with @gmail.com) not business emails.
Method 2: Copy Folder Option to Import Outlook Folders to Gmail
Outlook Classic for Windows (2024, 2021, 2019 & 2016) lets you import mail with folder structure maintained from Outlook to Gmail using the “Copy Folder” option. You can selectively choose which email folders you want to move from Outlook to Gmail.
Tip: When switching from Outlook to Gmail it is not suggested to use the “Move Folder” option as you may not have a copy in case of need.
- Open Outlook Classic Desktop on your computer.
- Click on File >> Account and add the destination Gmail account in Outlook.
- Once the account is synced.
- Right Click on the Outlook Folder to be transferred to Gmail.
- Choose the “Copy Folder” option and choose the desired folder under the Gmail account.
- Repeat the process for all folders – check the migration status on the status bar at the bottom before closing.
The “Copy Folder” or “Move Folder” option is not available in Outlook New & Outlook for Mac unlike Windows Classic Version making it a tedious task to manually transfer emails. You cannot move complete folders from Outlook New to Gmail. You can use:
Method 3: Drag and Drop to Transfer Outlook Emails to Gmail
The approach involves manually creating labels under the Gmail account. Easiest way is to move limited emails from Outlook Folder on Mac to Gmail & Outlook New to Gmail. ** **
- Add your Gmail account in Outlook New.
- Create a Label under Gmail account where you will store your Outlook emails.
- Open the Outlook folder from which you want to export emails to Gmail.
- Select emails using checkbox and Drag & Drop under the Gmail label. You can use the Move option in the toolbar above.
- Finally press Yes to confirm transfer
Method 4: Export/Import via PST File
Note: A major prerequisite for this is the Office 365 subscription account as Outlook New, there is no way to manage PST data in Outlook New otherwise.
- Add your Gmail account in Outlook Classic/New.
- Export PST from Outlook New, Settings >> Files >> Export. (The export feature only lets you export only folder at a time)
- Select Get started and follow the steps on the screen to export Outlook folders.
- Now import PST to Outlook New/Classic can choose Gmail as the destination folder, select the mailbox from the Account list.
Keep Your Emails Synced After Outlook to Gmail Migration
Outlook provides an “Auto Forward” option to move new incoming emails from Outlook to Gmail directly enabling continuous sync.
Note: You can either set up such rules to export Outlook folders to Gmail via Outlook Web App or Outlook Classic. Although the option to manage rules is available in Outlook New it is restricted to a single account.
- Open Outlook Classic desktop on Windows.
- Click on File >> Manage Rules & Alerts and click New Rules.
- Choose Apply rule on messages I receive and press Next.
- Set the condition through the specified account and select your Outlook account >> Next.
- Choose “Move it to a specified folder” and choose the folder under the destination Gmail mailbox.
- Press Ok >> Next and Finish.
Automated Approach to Migrate Outlook Folders to Gmail: With BitRecover
BitRecover PST Converter is a secure solution to move Outlook folders from New & Classic (Desktop App) to Gmail account without issues like manual configuration, size restriction, unorganised mapping, throttling limits, mismatched timestamps and risk of data loss. Move complete Outlook mailbox data along emails contacts & calendar to Gmail/Google Mail account easily & quickly with end-to-end encryption of OAuth & GDPR compliance.
- No restriction on mailbox size for Outlook to Gmail migration.
- Migrate Outlook mailbox with all emails, contacts & calendar to Gmail.
- Easily transfer multiple folders from Outlook Web to Gmail simultaneously.
- Filter option to selectively transfer emails by Date Range, To, From & Subject for an organized export from Outlook to Gmail mailbox.
- Increment transfer option to transfer only new emails from Outlook to Gmail.
Steps to Move Outlook Email Folders to Gmail Account
- Download the tool on your PC.
- Select:
- Convert configured Outlook mailbox data – for Outlook Classic (direct fetch)
- Let me select my Outlook mailbox data – Outlook New & select PST files exported from Outlook New. (Import PST in Gmail)
- Choose the folder you want to migrate from Outlook to Gmail.
- Select Gmail as the destination and connect with OAuth.
- Press Convert to begin the import.
Read Here: Import Outlook Contacts to Gmail
Special Guidance for Email Transfer from Outlook for Mac to Gmail
Outlook for Mac stores mailbox data in .olm format, not .pst. To bulk migrate Outlook for Mac folders to Gmail account:
Using Drag and Drop is the only free approach for Outlook for Mac to Gmail export.
Why Do Users Prefer to Move Email Folders From Outlook to Gmail?
Here are common reason to import Outlook emails to Gmail account:
- Gmail is cheaper in storage costs compared to Outlook storage or added free storage.
- Users move “On My Mac Folders” from Outlook for Mac or “Local Folder” from Outlook for Win to Gmail for easier cloud access & sharing.
- Moving out of Microsoft based environment to Google based productivity ecosystem.
FAQs: Import Outlook Folders to Gmail Account
Q: Will I lose emails if I export Outlook folders to Gmail?
Based on Microsoft’s own documentation and BitRecover’s reliability, emails from the source the account will not be deleted in case you choose to copy folders or sync in Gmail.
Q: Is it better to have an Outlook email or Gmail?
Both Outlook & Gmail services have great features and high security, you can choose either based on your needs, they mainly have different supposed productivity ecosystems.
Q: Why do I keep getting authentication errors when trying to sync folders from Outlook to Gmail using the import feature?
Ensure you have enabled IMAP for your Outlook.com account and enabled pop up and redirects.
Q: Is it possible to migrate Outlook emails to Gmail for free?
Yes you can use Gmail’s inbuilt import option or manually transfer emails from Outlook desktop client to Gmail after account configuration using drag and drop without using any third-party tool.
Q: Can I delete my Outlook email account after migration to Gmail?
Yes, you will not lose email even if you delete your source account. However it is recommended to update contacts & services where the account is connected beforehand.
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