Use Email Backup Wizard to backup Gmail, Yahoo Mail, Outlook, Office 365 and 20+ other email services to PST, EML, PDF, MBOX and more in 11 easy steps. Duration: 5 min.
Video Transcript
In this video we show you how to use Email Backup Wizard to backup emails from Gmail, Yahoo Mail, Outlook, Office 365 and 20+ other email services in 11 easy steps.
Email Backup Wizard is a single all-in-one tool that lets you download and save your emails from almost any email service directly to your computer. It supports Gmail, Yahoo Mail, Outlook.com, Office 365, AOL, MDaemon Cloud, G Suite, Amazon Workmail, Comcast, GMX, GoDaddy, IMAP Server, Rackspace, Rediffmail, Yandex and many more. It also works with desktop email clients like Thunderbird, Zimbra and Lotus Notes.
To start, download and install Email Backup Wizard from emailbackupwizard.com on your Windows PC. Open the software after installation.
On the main screen, select the email service you want to backup from the list. Enter your email address and password. If you have 2-Step Verification turned on for Gmail or Google Workspace, use an app password instead of your regular password.
The software connects to your account and loads all your mailbox folders including Inbox, Sent, Drafts, Trash and any custom folders you have created. Select the folders you want to include in the backup.
Now choose your output format. Email Backup Wizard supports PST for Outlook import, EML for general email clients, PDF for archiving, MBOX for Thunderbird, HTML for web viewing, RTF and XPS. Pick the format that suits your use case.
Set a destination folder on your computer where the backup files will be saved. If needed, apply date filters to backup only emails from a specific time period. This helps reduce the size of the backup when you have a large mailbox.
Click the Backup button to start the process. The time taken depends on the number of emails and your internet speed. Keep the software running until it finishes.
Once the backup is complete, go to your destination folder and verify that the files are saved correctly. Open a few emails to confirm the content, attachments and formatting are intact.
What is Email Backup Wizard?
Email Backup Wizard is a Windows-based all-in-one email backup tool that lets you download and save emails from Gmail, Yahoo Mail, Outlook, Office 365 and over 20 other email services directly to your computer. The tool is available at emailbackupwizard.com and supports saving backups in multiple formats including PST, EML, PDF, MBOX, HTML, RTF and XPS. It also works with desktop clients like Mozilla Thunderbird, Zimbra and Lotus Notes. You can filter emails by date range and select specific folders before backing up, making it useful for partial or full mailbox archiving.
11 Steps to Backup Emails Using Email Backup Wizard
- Download and install Email Backup Wizard from emailbackupwizard.com on your Windows PC.
- Open Email Backup Wizard after installation is complete.
- Select the email service you want to backup from the list, such as Gmail, Yahoo Mail, Outlook or Office 365.
- Enter your email address and password or app password to connect to your account.
- The software loads all your mailbox folders. Select the folders you want to include in the backup.
- Choose your output format: PST, EML, PDF, MBOX, HTML, RTF or XPS.
- Set the destination folder on your computer where the backup files will be saved.
- Optionally set a date range or other filters to backup only selected emails.
- Click the Backup button to start the email backup process.
- Wait for the backup to complete. Time depends on email count and your internet speed.
- Open the destination folder and verify the backup files. Open a few emails to confirm content and attachments are intact.
Things to Keep in Mind
- If you have 2-Step Verification turned on for Gmail or Google Workspace, you must use a Gmail App Password instead of your regular password when signing in through Email Backup Wizard. Generate one at myaccount.google.com/apppasswords.
- For Yahoo Mail, generate a Yahoo App Password from your Yahoo Account Security page if 2-Step Verification is enabled.
- Large mailboxes with thousands of emails can take 30 minutes or more to backup. Keep your PC connected to a stable internet connection and do not close the software during the process.
- Use the date filter to create smaller backups by period. For example, backup one year at a time to keep file sizes manageable and avoid timeouts.
- Save backups to an external hard drive or cloud storage folder for an extra copy. A backup on the same PC as your email client does not fully protect you if the PC is lost or damaged.
Tips for a Better Email Backup
- Choose PST format if you plan to import the backup into Microsoft Outlook. Choose EML if you want compatibility across multiple email clients. Choose PDF if you want a read-only archive.
- Run a test backup with one folder and a short date range first. This confirms the connection and settings are correct before you backup your entire mailbox.
- Schedule regular backups every month or quarter. Email Backup Wizard lets you back up only new emails after a certain date so you do not have to download everything again each time.
- Label and date your backup folders clearly, such as "Gmail-Backup-Jan-2026". This makes it easy to find specific backups later.
Frequently Asked Questions
What is Email Backup Wizard?
Email Backup Wizard is an all-in-one email backup tool that lets you download and save emails from Gmail, Yahoo Mail, Outlook, Office 365, AOL, G Suite and 20+ other email services to your computer in formats like PST, EML, PDF, MBOX, HTML and RTF.
Which email services does Email Backup Wizard support?
Email Backup Wizard supports Gmail, Yahoo Mail, Outlook.com, Office 365, AOL, MDaemon Cloud, G Suite (Google Workspace), Yahoo Small Business Mail, Amazon Workmail, Comcast, EarthLink, GMX, GoDaddy, IMAP Server, Rackspace, Rediffmail, Yandex and more. It also supports desktop clients like Thunderbird, Zimbra and Lotus Notes.
What formats can I save my email backup in?
Email Backup Wizard supports saving backups in PST, EML, PDF, MBOX, HTML, RTF and XPS formats. PST is useful for importing into Outlook. EML works with most email clients. PDF is good for archiving emails as read-only documents.
Do I need an app password to backup Gmail using Email Backup Wizard?
Yes. If you have 2-Step Verification turned on for your Gmail account, you need to generate a Gmail App Password and use that instead of your regular password when connecting Email Backup Wizard to your Gmail account. You can generate one at myaccount.google.com/apppasswords.
Can I backup multiple email accounts with Email Backup Wizard?
Yes. Email Backup Wizard lets you back up emails from multiple accounts and email services. Run the tool separately for each account and save the backups to different destination folders to keep them organised.