How to Save Your Gmail Emails to a USB Flash Drive

Information

If you're retiring or switching accounts, it’s important to save any emails you want to keep. This guide will show you how to download and back up your emails to a USB flash drive for future use.

Environment

To follow these instructions, you will need:

• A USB flash drive (8GB is plenty).
• A computer with internet.
• Your GRCC account login (username & password).

Process

For Windows Users

1. Plug in Your USB Flash Drive
   1. Plug your USB drive into a USB port on your computer.
   2. Open File Explorer (yellow folder icon).
   3. Find your USB drive on the left side menu (may be labeled USB Drive or Removable Disk).
2. Open File Explorer (Your Computer Folders)
   1. Look at the bottom of your screen on the taskbar.
   2. Click the little yellow folder icon (it’s called File Explorer).
   3. On the left side, you’ll see a list. Look for your USB Drive (it might say "USB Drive" or "Removable Disk").
3. Download Emails You Want to Keep
   1. Go to mail.google.com.
   2. Log in with your GRCC email and password.
   3. Find the emails you want to save.
   4. Open the email you want to save.
   5. Click the printer icon at the top right of the email.
   6. In the Print window, under “Destination,” select “Save as PDF.”
   7. Click Save and choose your Downloads folder (or save it directly to your USB Drive).
4.  Move Your Emails to the USB Drive
   1. In File Explorer, go to Downloads.
   2. Find the email file you just saved.
   3. Click and drag it over to your USB Drive folder.
5.  Eject the USB Flash Drive
   1. Right-click your USB drive in File Explorer.
   2. Select Eject.
   3. Wait for confirmation before unplugging.

For Mac Users

1. Plug in Your USB Flash Drive
   1. Plug your USB drive into a USB port on your Mac.
   2. Open Finder (blue smiley face icon).
   3. Look for your USB drive under Locations (may be labeled Untitled or USB Drive).
2. Open Finder (Your Computer Folders)
   1. Click the Finder icon (blue smiling face) in the bottom Dock.
   2. In Finder, look on the left side for your USB Drive (it might say "Untitled" or "USB Drive").
3. Download Emails You Want to Keep
   1. Go to mail.google.com.
   2. Log in with your GRCC email and password.
   3. Find the emails you want to save.
   4. Open the email you want to save.
   5. Look for the three little dots (menu) at the top right of the email.
   6. Click “Download message”.
   7. This will save the email as a .eml file to your Mac (usually in Downloads).
4. Move Your Emails to the USB Drive 
   1. In Finder, open your Downloads folder.
   2. Find the email file you just saved.
   3. Click and drag it over to your USB Drive in the Finder sidebar.
5. Eject the USB Flash Drive
   1. Drag the USB drive icon to the Trash, or right-click and select Eject.
   2. Wait for confirmation before unplugging.

Optional: Upload Your Emails to a Personal Google Account

If you’ve saved your emails as PDF files to a USB flash drive and want to keep them in your personal Gmail account:

1. Plug the USB flash drive into your computer.
2. Open your personal Gmail account at mail.google.com.
3. Click “Compose” to start a new email.
4. Click the paperclip  icon to attach a file.
5. Navigate to your USB drive and select the saved email PDFs you want to keep.
6. Send the email to your own personal Gmail address to store them in your inbox.

This will keep a copy of your saved emails in your personal Gmail account for future access.