How to Import Emails from Gmail to Outlook? – Top-Rated Approaches

Migrating from Gmail to Outlook has become a necessity for several users, whether due to a workplace change, personal preference, or the need for better integration with Microsoft Suite of productivity tools.

When discussing emails, Gmail is undoubtedly the most popular service provider. and it also offers 15 GB free storage to contain mailbox data. Gmail has more than billions of active users at this time. It also offers seamless integration with other Google services such as Google Meet, Calendar, Contacts, Photos and many more.
On the other hand, Outlook is part of Microsoft Office, and it also offers robust features such as advanced calendar management, task scheduling, and enhanced security options. It is highly preferred by enterprises and professionals who require deep integration with Microsoft Office like Word, Excel, and Teams.
This guide provides step-by-step instructions for migrating Gmail to Outlook seamlessly. Whether you’re transitioning for organization or personal purpose, this tutorial will help you move your emails safely and efficiently.

Why Outlook Better Than Gmail?

Feature	Outlook	Gmail
Integration with Microsoft Office	Seamless integration with Microsoft Office apps like Word, Excel, PowerPoint, and Teams.	Limited integration with Microsoft apps; primarily integrates with Google Workspace apps.
Offline Access	It Offers robust offline access with the ability to read, compose, and organize emails.	Limited offline access; requires setting up offline mode in the browser with restricted functionality.
Email Organization	Advanced email management features such as folders, categories, rules, and tags for better sorting.	Organises emails using labels and filters, which might not be as flexible as Outlook’s folders and rules.
Security and Compliance	Advanced security features like encryption, multi-factor authentication, eDiscovery, and legal hold.	Strong security features but lacks advanced compliance tools like eDiscovery and legal hold natively.
Customization and Add-Ins	Supports a wide range of add-ins and customizations for enhanced productivity.	Limited to Google Workspace add-ons; fewer third-party integrations.
Calendar and Scheduling	Integrated calendar with powerful scheduling tools, meeting invites, and shared calendars.	Basic calendar functionality; integrates with Google Calendar but lacks some advanced scheduling features.
Data Privacy and Control	More control over data storage, including the ability to store data locally on-premises.	Data is stored in Google’s cloud servers; less control over local data storage.
Task Management	Built-in task management features that integrate with Microsoft To-Do and Planner.	Basic task management features integrated with Google Tasks.
User Interface Customization	More customizable user interface with options to create custom views, themes, and shortcuts.	Limited customization of the user interface; primarily relies on themes and layouts provided by Google.
Email Management	Features like Focused Inbox, email categorization, and advanced sorting options for efficient email management.	Features like Priority Inbox and simple filtering options for effective email management, though may not offer as many advanced tools as Outlook.
Storage	Provides a generous amount of storage with additional options for purchasing more space.	Offers ample free storage with options to purchase additional space through Google One.

Why Do You Want to Migrate Your Emails from Gmail to Outlook?

• As Outlook is the part of Microsoft Office making it ideal for those users who are working regularly with Word, Excel, PowerPoint, or Teams.
• It also offers advanced levels of data protection like encryption, data protection, and multi-factor authentication, making it a safer choice for business handling sensitive information.
• Unlike Gmail, Outlook allows you to store emails locally, which allows users to access them offline.
• For business purposes, Outlook compliance features such as eDiscovery, legal hold, and retention policies make it a better choice than Gmail.

Manual Method: Import Emails from Gmail to Outlook Using Outlook Import/Export Tool

If you want to import their emails into Outlook using native Import/Export feature then you can follow the guidelines as we have mentioned below:
Part 1. Generate App Password

1. First, Open Gmail and Enter credentials to login.
2. Navigate to the Gear icon and click on See All Settings.
3. Then, click on Forwarding and POP/IMAP.
4. In the IMAP Section, select Enable IMAP and tap on save changes.
5. If you have enabled two-step verification, you can generate an app password.
6. Go to your Google Account, Navigate to Security and select on App Password.
7. Now, click on Mail and Generate a new App Password and save it for later use.

Part 2. Configure Gmail Account with Outlook

1. Launch Microsoft Outlook application and then click on the file.
2. Now, Tap on Add Account and Enter Gmail email address.
3. Click ‘Add Account and enter Gmail email address’ then select ‘Manual Server Setups.
4. After clicking on the next button choose IMAP or POP and then click next again to proceed.
5. Browse Outlook mailbox data as you want to export.
6. Provide output destination and click on finish to get results quickly.

Challenges of Manual Gmail to Outlook Migration

• It involves multiple steps, making it a lengthy and tedious process for individual users.
• Any mistakes in the process, such as incorrect server settings or app password issues may lead to failure in account configuration or data import.
• It may not always guarantee the full transfer of emails, leading to potential data loss or missing items in the imported mailbox.
• It doesn’t offer bulk conversion of multiple Gmail Accounts at once, repeating individual setups or configuration for each account.
• There are no features for selective migration or advanced filtering that makes the process a more efficient and flexible way to migrate Gmail to Outlook.

How to Migrate Gmail to Outlook Via Expert Suggested Solution?

If you want to transfer Gmail into another Outlook account then you can opt for the Jagware Gmail Backup Tool as it allows you to import emails from Gmail to Outlook directly without compromising with your mailbox data. This wizard also offers an incremental backup feature that allows you to continue backup from the last backup you have performed.

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1. Download and run an automated tool on your pc.
2. Enter Gmail email address and continue with Google to authorize two-step verification.
3. Now, Allow permission to authorize Gmail account and press on continue.
4. Preview to select Google mailbox data as you want to migrate.
5. Choose PST file in the multiple option of select saving and you can also change language as per needed.
6. After that, click on filter options to select data as per required and you can also take benefits of split featur.
7. After that, Tap on backup to see a live progress report and after that it will redirect you to the location of the resultant file.

Paramount Traits of the Professional Solution

• You can easily export Gmail mailbox data as PDF, EML, MBOX, TXT, HTML and many more export options.
• This application also offers a simple Graphical user interface that is easy to perform without depending on any technical experts.
• With this wizard, you can also migrate Gmail to Yahoo, Office 365, AOL and all IMAP Supported email platforms.
• You can also take advantage of the filter feature to convert selective data as per exclude any specific folder, specific date range, subject, date, sender and recipients as per needed.
• This software also allows you to change language features that rename folder names of any preferred language.

Frequently Asked Questions(FAQs)

How to Receive Gmail Emails in Outlook?
To receive Gmail emails in Outlook, configure your Gmail account in Outlook using the IMAP settings, or use the Import/Export tool.

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Is Outlook better than Gmail?
Outlook offers robust offline access, better Microsoft Office integration, and advanced security and compliance features, making it ideal for businesses.

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How do I Forward Emails from Gmail to Outlook?
Set up forwarding in Gmail by navigating to Settings > Forwarding and POP/IMAP > Add a forwarding address, and enter your Outlook email.

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Let’s Finish It

In this guide, we have explained the reliable approach to import emails from Gmail to Outlook. We have shared both Gmail and Outlook overview and the reason behind this question. In addition, we have also shared a manual and automated approach to easily migrate Gmail to Outlook. While the manual approach works, it has its own lots of challenges. On the other hand, an automated approach makes the process more efficient and maintains all mailbox attributes without losing any single information.