Google Takeout Alternative: Best Ways to Export and Back Up Google Data

Google Takeout is a free online service that allows Google account users to export a copy of Gmail emails, contacts, calendars, and more associated with their Google account. This data is saved locally on their system. While it is useful in creating a downloadable data archive, it may not be suitable for every data migration or backup scenario. For example, you may want to download a few files from Drive or save the required emails from Gmail, or move Gmail mailbox data into Outlook. In this article, we will explore some alternatives to export different types of data from a Google Account.

What is the Need for a Google Takeout Alternative?

Although Google Takeout makes it easier to export everything associated with the account from a single platform, there are situations where you may need its alternatives:

• It allows users to export complete data of a selected Google service/product. There is no option for delta or incremental data exports to save only the changes since the last backup/export. So, it results in data redundancy and repetition.
• It is a time-consuming process, as the service takes time to compile the data for export and generate a download link. This happens while exporting large amounts of data stored over the years.
• Google Takeout allows you to set the maximum file size limit of the exported zip archive. If the file size goes beyond this limit, it automatically splits the large file into smaller archive files. This makes it a challenge to identify, locate, and extract the required items.
• Some users may encounter the “maximum amount of tries” error while exporting large amounts of files using this service. The download gets interrupted and they are unable to download their data.
• Downloads Gmail emails as MBOX files only, which can only be opened via an MBOX-supporting client. For users who are migrating from Gmail to Outlook, it becomes difficult to transfer their emails as they need an additional file conversion tool to convert MBOX to PST file format.
• Files like Google Forms (interactive files) are automatically converted to flattened PDF files, which removes their interactive functionality, thus rendering them unusable.
• Sometimes, you don’t need to download complete data of a particular service (Gmail, Photos, Contacts, etc.) but need specific items from them. Google Takeout doesn’t allow you to extract selective data.

Google Takeout Alternatives for Exporting Data

Let us look at some alternative ways to export Google data.

1. Manually Download Files from Google Drive

If you only need to export selected files or folders from Google Drive, you can download them on your device manually instead of using Google Takeout. Then back them up to any preferred location. Here’s what you need to do:

• Sign in to Google Drive on your web browser.
• Locate the file/folder you require and click on the ‘3 vertical dots’ icon. Click on Download. Folders are downloaded as a .zip file, while individual files are downloaded and saved in their original file format.

It is a simple method best for when you need to download and back up only selected Google Drive files or folders.

2. Download Email Messages from Gmail as EML or PDF files

If you need to save some important emails from your mailbox, you can do so by saving them as either EML files or PDF files. EML files are useful when you want to view an email message in a compatible mail client, while PDF makes it easier to store a static copy of the message. Here’s how you can do this:

To save emails as EML files:

• Log in to Gmail on a web browser.
• Locate the required email message and open it.
• Click on the ‘3 vertical dots’ icon at the top-right corner.
• Click on Download message.
• Select the location to save the email as an EML file.

To save emails as PDF files:

• Log in to Gmail on a web browser.
• Locate the required email message and open it.
• Click on the ‘3 vertical dots’ icon at the top-right corner.
• Click on Print.
• Select Save as PDF from the ‘Destination’ drop-down list.
• Click on Save.

Once the files are saved on your system, transfer them to a cloud storage, an external storage drive or any other location to back them up.

3. Configure Gmail on a Desktop Email Client for Offline Access

You can add a Gmail account to a desktop email client such as Microsoft Outlook or Mozilla Thunderbird and access your Gmail emails on your desktop. All you need to do is configure your Gmail account in them. Your emails will be loaded and synced, which you can view even anytime. Moreover, you can even use these applications to view your emails even when you are offline. Additionally, these email clients automatically create an archive file for every configured account and save a local copy of emails and other mailbox data on the system.

4. Forward Gmail Emails to Other Email Accounts

Some users forward important email messages from their Gmail account to other email accounts as a way to take a backup. While this method helps users preserve an email message on another email account, it is not suitable for backing up an entire Gmail account. All they have to do is sign in to their Gmail account and open the email message that they need to forward. Then forward the email to the desired email account.

5. Export Gmail Contacts and Calendars

You can easily export Google contacts and calendars individually without using Google Takeout. All you need to do is export them individually from their respective platform. Contacts are saved as vCard (.vcf) or CSV (Comma-separated Value) and Calendars as iCalendar (.ics) files, which are compatible with most email clients like MS Outlook or Mozilla Thunderbird. You can also open a CSV file in MS Excel or any spreadsheet application that supports the CSV file format. Here’s what you need to do:

Steps to export Google Contacts:

• Go to contacts.google.com and log in.
• You’ll see your contacts list.
• Click on the Export icon.

• Select the file format and click on Export.

Steps to export Google Calendars:

• Go to calendar.google.com and log in.
• You’ll see your calendars.
• Click on the gear icon to open Settings.

• Go to Import & export > Export.

• On the right, you’ll see all your calendars under “Export” that you can save in a single ZIP archive file. Click on Export.
• The ZIP file will download on your system. Unzip it to see the .ics file.

6. Use Google Vault to Export Data

Google Vault is an eDiscovery tool intended for data retention, search, and exporting data from Gmail, Calendar, Drive, and other Google Workspace applications. It is available with Google Workspace Enterprise, Business, and Education plans and is used only by Google Workspace admins rather than individuals. Organizations can use Google Vault to retain and search supported Workspace data and export information when required for compliance or legal purposes.

An Effortless Way to Migrate Google MBOX File Data to MS Outlook

For users who want to directly migrate Gmail emails to MS Outlook  account, they can use a specialized MBOX to PST converter tool like Stellar Converter for MBOX. It is a powerful desktop tool that offers a way to handle MBOX files and transfer Gmail emails to Outlook to create a data backup. Users can take advantage of its advanced capabilities to directly migrate emails from a Gmail MBOX file to Outlook account(s) configured with IMAP/Live Exchange, or Office 365. The software ensures that the mailbox folder structure remains intact during the transfer.

The tool can also convert the MBOX file downloaded using Google Takeout to Outlook PST file format or commonly used file formats like EML and MSG.

The software allows users to open the Gmail MBOX file, preview its contents, and filter emails using the built-in advanced data filters, such as date filter, sender ID, and more, before saving. This advanced MBOX to PST converter tool can effortlessly handle large MBOX files and convert them without altering the mailbox folder structure.

Stellar also has a web-based (online) MBOX to PST converter service.  which allows users to quickly convert their MBOX file to PST without even downloading or installing software. As it is a web-based tool, it quickly converts the mailbox archive in a few simple steps.

Which Google Takeout Alternative Should You Choose?

Making a choice for an alternative method to Google Takeout depends on the type of Google data you want to export or back it up. Here’s a table that can help you make a choice.

Conclusion

Google Takeout is a useful service for when you want to export data associated with Google account or from a selected Google services in a single operation. For smaller or targeted downloads, you should use separate email lDs, individual Gmail message exports, and separate Contacts or Calendar exports may be more convenient. Desktop email clients can support offline access, while Google Vault serves organizational retention and eDiscovery needs rather than personal backup.

For those specifically looking for a way to back up Gmail emails in Outlook, they can use Stellar Converter for MBOX. It is a powerful tool that accurately converts MBOX to PST or other common file formats like EML, MSG, PDF, HTML, and RTF. It can also migrate mailbox data directly to an existing Outlook profile.