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What is Google Takeout? 1

How to export Google Workspace data using Google Takeout 1

How to import MBOX files into Thunderbird 3

How POP Access Works 5

Enable POP in Gmail 6

Migrate Email from One Gmail Account to Another 8

Create a Gmail Application-Specific Password 11

Configure Microsoft Outlook with Gmail POP Settings 13

How to import Google Takeout Archive to Google Drive 16

WHAT IS GOOGLE TAKEOUT?
Google Takeout or also known as Download Your Data, is a data retrieval platform that allows
users to import and export data from a number of Google products. It takes all the existing
Google data and compiles it into one archive file, which can be later downloaded.

With Google Takeout you can:

● Create a local copy of your files to save it to your personal devices;

● Free up space on your Google Drive by archiving old documents to physical storage;
● Create redundant archives of important files to store on other cloud services;
● Allows your data to be restored from an earlier point in time to help recover from an
unplanned event.

HOW TO EXPORT GOOGLE WORKSPACE DATA USING GOOGLE

TAKEOUT
You can export and download your data from the Google products you use, like your email,
calendar, and photos using Google Takeout. In a few easy steps, you can have your archive to
keep for your records or access your files with a service outside of Google.

Select data to include in your archive.

1. Go to takeout.google.com.
2. Choose Deselect All.
3. By default, Google Takeout selects all possible data and file types to include in the
Takeout archive. But you can just check on the services you want to export data from.

4. Click Next Step.

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Customize your archive format.

You are asked to select the file type, frequency, and destination for your archive. You are also
asked to select the maximum size for each archive file.

1. Under Delivery Method, choose where to download the archive file when it's ready.
2. Under Frequency, choose how often to export the files for download.
3. Under File type & size, choose the file type for the archive file and the maximum size.

Note: The file type default is .zip, which can be opened on most computers. The other
option is .tgz, which may require additional software to be opened on a Windows
computer.

4. Click Create Export.

Get your archive.

When your archive is created by using one of these options (Delivery Method), Google will
email you a link to its location. Depending on the number and size of the files you requested,
the archive takes from several minutes to several days to create. Google took about three
minutes to create a 175 MB archive file.

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HOW TO IMPORT MBOX FILES INTO THUNDERBIRD
Emails in the zip folder exported from Google Takeout are stored in MBOX format. Therefore,
a user can easily import MBOX files manually by following the steps mentioned below:

1. Install the latest Thunderbird version on your computer.

Note: Please follow the steps in the “How to Setup Thunderbird” manual.

2. Open the Thunderbird application, go to Settings > Account Actions > Add Mail
Account.
3. Enter the username and password of your Gmail account to get all emails in
Thunderbird.
4. Now, in order to import MBOX to Gmail, Mozilla Thunderbird requires the installation
of the ImportExportTools plug-in.

5. Once installed, click on Tools, select ImportExportTools, and click Import MBOX file.

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6. In the pop-up, the option Import directly one or more MBOX files is set by default;
click OK.

7. Browse for the MBOX file in the specific location; click Open.

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 8. After the import, you can see all your mailbox items.

Note: In some cases, it may take some time to complete the process depending on
the device and the size of the files to be synced.

HOW POP ACCESS WORKS

You can access your Gmail account directly via POP on your another Gmail account or using
any email client. Mail downloaded via POP can either be archived in Gmail, remain unread, or
be trashed.

If you want to view your messages from your new Gmail or in an email client such as Microsoft
Outlook, you must configure your old Gmail POP server settings first. After you do so,
configure the email client to download your messages from the Gmail server.

Note: POP settings are needed only to access incoming messages. To use your email
effectively, configure the Gmail SMTP server settings for outgoing messages..

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ENABLE POP ACCESS IN GMAIL
Before you configure your new Gmail account or email client with the Gmail POP settings,
enable POP in your Gmail account.

1. Select Settings, then choose See all settings.

2. In the Settings screen, select the Forwarding and POP/IMAP tab.

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3. In the POP download section, choose Enable POP for all mail or Enable POP for mail
that arrives from now on.

Tip: Unless you have a specific reason to download all your email, select Enable POP
for mail that arrives from now on.

4. Select the When messages are accessed with POP dropdown arrow and choose
what will happen when your Gmail messages are accessed through the email client.

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 ● If you select keep Gmail's copy in the Inbox, when you delete messages in the
email client, they'll still be there when you open Gmail in a web browser.

● If you choose to delete Gmail's copy, when a message is downloaded to your

email client it is deleted from Gmail and not accessible from the Gmail website.

5. Click Save Changes.

MIGRATE EMAIL FROM ONE GMAIL ACCOUNT TO ANOTHER

Once you have configured the POP access in your old Gmail account, you are now ready to
import messages to your new Gmail account:

1. Log in to your new Gmail account and open Settings, then choose See all settings.

2. In the settings screen, select the Accounts and Import tab.

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3. In the Check mail from other accounts section, choose Add a mail account.

4. Enter the email address of the Gmail account from which you want to import under
Email address,
then select Next.

5. Select Import emails from my other account (POP3).

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6. Type the password for the Gmail account from which you import under Password.
Note: If you have enabled two-factor authentication for the old Gmail account, create
and u+se a Gmail application password instead. Otherwise, entering the account
password could return “Server denied POP3 access for the given username and
password” error. (See “Create a Gmail Application-Specific Password”)

7. Select pop.gmail.com under POP Server.

8. Select 995 under Port.
9. Verify Leave a copy of retrieved messages on the server is not checked.
10. Verify Always use a secure connection (SSL) when retrieving mail is checked.
11. Select Label incoming messages and pick the label corresponding to the old Gmail
account's email address, an existing label, or a new label.
12. (Optional) Select Archive incoming messages (Skip the Inbox), so imported emails
do not show up your new Gmail account's inbox.
13. Select Add Account.

Note: If you see an access error, you have two options: With 2-step authentication
enabled especially, you may have to authorize Gmail to access itself. If you do not
have 2-step authentication turned on, make sure less secure applications are allowed
to access Gmail.

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CREATE A GMAIL APPLICATION-SPECIFIC PASSWORD
To generate a new password for an email program to access your Gmail account through
IMAP or POP with two-step authentication enabled:

1. Select your profile icon in the upper-right corner of Gmail, then select Manage
Google Account.

2. Select Security in the left sidebar.

3. Select App passwords under the Signing into Google section. You're then asked to
confirm your Gmail login credentials.

Tip: If you don't see App passwords as an option, you must first turn on 2-Step
Verification for Gmail.

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4. Under Select app, choose Mail or Other (Custom name), then select a device and
Generate.

5. Your password appears in a new window. Follow the on-screen instructions to

complete the process, then select Done.

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CONFIGURE MICROSOFT OUTLOOK WITH GMAIL POP SETTINGS
To configure your email client with the Gmail POP settings, create a new account. The exact
way to perform these steps is different for each client (though the settings you enter will
always be the same).

Here's how to set up Gmail in Outlook:

1. In Outlook, go to the File tab and select Info.

2. Select Account Settings > Account Settings.

3. In the Account Settings dialog box, go to the Email tab and select New.

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4. In the Add Account dialog box, enter your name, Gmail address, and password.
Outlook fills in the rest of the server details for you. If that doesn't work, select Manual
setup or additional server types. Then choose Next.

5. Choose POP or IMAP, then select Next.

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6. Enter the following settings:

Gmail POP server address: pop.gmail.com

Gmail POP username: Your Gmail address (e.g. [email protected])

Gmail POP password: Your Gmail password

Gmail POP port: 995

Gmail POP SSL required: yes

7. Select Next. Outlook runs a test and informs you when it's able to download
messages from Gmail.

● With some clients, you may need to enter POP and SMTP settings on the same
screen.
● If the email client isn't able to connect to Gmail, enable the Less secure app access
setting in Google.
● If the email client isn't able to connect to Gmail, enable SMTP authentication on the
outgoing server.

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HOW TO IMPORT GOOGLE TAKEOUT ARCHIVE TO GOOGLE DRIVE
Emails in the zip folder exported from Google Takeout are stored in MBOX format. Therefore,
a user can easily import MBOX files manually by following the steps mentioned below:

1. Sign in to your Google Account.

2. Open your Google Drive.
3. Click New > Folder upload to upload your archive folder.
4. In the pop-up, select the file(s) you wish to import.
5. (Optional) To ensure that your uploaded documents are converted to Google Docs
format, follow these steps before uploading your archive:

● Select Settings.
● Check the Convert uploaded files to Google Docs editor format box.
● Click Done.

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