Recently, I decided to switch from Gmail Webmail to Outlook Desktop.
Like millions of others, my first email account was Gmail free mail. I have accessed Gmail through its Webmail interface since 2018.
My Gmail account was linked to my Bank, Government Portals, and my work Contacts. It has nearly 7 Years of information.
Discarding it was out of the question.
However, there are many issues that I experienced with Gmail Webmail that
Gmail Webmail vs Outlook Desktop (Classic) – Quick Comparison
For those who are still undecided about switching from Gmail webmail to Outlook desktop.
After all, you can access webmail from anywhere, at any time.
| Comparison Factor | Gmail Webmail (Browser-Based) | Outlook Desktop (Classic) |
| Internet Dependency | Limited to Word, Excel, OneDrive | Works fully offline |
| Access to Old Emails | Limited without internet | Full access anytime |
| Error Stability | Users report 404 and session errors | Stable, desktop-based |
| Professional Feel | Feels personal/lightweight | Enterprise-grade interface |
| Productivity Focus | High distractions (ads, tabs, UI clutter) | Work-focused layout |
| Integration | Limited to Word, Excel, and OneDrive | Native Microsoft 365 integration |
| Data Control | Stored on Google servers only | Local + exportable storage |
| Large Mailbox Handling | Slower with large mailboxes | Handles large PST files efficiently |
| Backup Flexibility | Manual and indirect | Direct PST backup support |
| Email Organization | Labels only | Folders + rules + categories |
| Attachment Management | Web-based, limited sorting | Advanced attachment search & preview |
| Search Performance | Strong but internet-dependent | Fast local search |
| Migration Complexity | No direct export to Outlook | Supports PST imports |
| Personal vs Work Use | Better for personal use | Better for professional use |
| Distraction Level | High | Low |
| Long-Term Archiving | Not ideal | Designed for long-term storage |
Why I Decided to Switch from Gmail to Outlook Classic?
- My inability to access even old emails without internet.
- Most Major Issue: Common 404 errors on Gmail.
- Although I used it for 7 years, and no doubt it was easy to use, it never felt professional.
- I always had issues integrating with Word, Excel & OneDrive – which I used daily.
Hence, on a random sunday decided to move emails from Gmail Webmail to Outlook at once.
The thought was daunting for me as well. How to manage this large amount of data. I am no data expert.
My Approach to Gmail to Outlook Switch
FYI- My biggest challenge in the whole switch from Gmail Webmail to Outlook was finding the right method.
Similar to you all, I went on Google.
Many users like me reported the same concern me.
Some shared steps they followed. However, because of Reddit, it was brought to my attention that simply configuring the Gmail account in Outlook also had issues.
A Few Issues with Gmail to Outlook
- User reported data loss when dealing with a large mailbox – And yes, i definitely had a large mailbox with 7 years of data.
- Highly time-consuming.
- Errors like not being able to connect to mail.gmail.com – this shocked me.
This is when I decided to opt for the professional route.
The journey was full of trial and error. Here I have shared all the methods I have tried with you.
Trail 1: Google Takeout the Free Way
For those who do not know about Google Takeout. It is a tool developed by google export all Goolge account in MBOX format.
Well, I would be happy to know I will be able to import all my Gmail emails, calendar, and contacts in one go.
Bummer :
- The export took 3 hrs to be created.
- It can only store 4 GB of data. Rest was not there. I did not even know what 4 GB was, and what the rest was missing.
- MBOX could not be directly imported into Outlook.
So I will need to convert MBOX files to PST first and then import them into Outlook.
Here I also came across the tool BitRecover MBOX to PST Converter Wizard that does this job perfectly.
In the 3 hours when my data was getting exported, I decided to look for another approach that would work well for me, and I would suggest you all aslo.
Trail 2: Using Email Backup Wizard
Well, first of all, configure your Gail ID in Outlook. This is non-negotiable.
If you also need guidance. Here are the steps you can follow
- Create an account in Outlook.
- Choose the File tab and then the Add Account option.
- Switch from Gmail to Outlook
- Click Connect after logging in with your Gmail credentials.
- Gmail login information
- The Next >> Finish button should be clicked.
Now the magic part: a tool known as RecoveryTools Email Backup Wizard.
Agreed, I used professional-grade software as a home user.
But I used it, and I can not afford a data loss, and data integrity matters to me.
I am more than happy to share that they have a Free Trial and a lite version just for home use, like me. Hence, it was a small price to pay for my data care.
Steps to use RecoverTool’s Software for Gmail to Outlook Migration
- Step 1: Download the tool to start the migration from Gmail to Outlook.
- Step 2: Enter your Gmail login information to log in.
- Step 3: From the list, select Gmail labels.
- Step 4: Choose the saving format (PST, Outlook.com, or OLM). – Here PST as I was shifting to Outlook Desktop for Windows.
- Step 5: Select a location or input your login information.
- Step 6: Begin the process of moving the data.
You can import these PST files into Outlook.
My Personal Experience With the Tool
- It was quick – it took 5 mins max.
- All my data was converted – there was no limitation on mailbox size.
- I had an option to filter out and leave behind trash, junk, spam, or older, unnecessary email folders.
- My attachments were there, and even my labels were exactly prederverd.
So my overall experience with the tool was quite good. And I would recommend going with the same approach to everyone.
How is life after switching from Gmail Webmail to Outlook?
- My productivity has improved as all my emails are in one place.
- There are fewer distractions.
- I have more work-related features on my email interface.
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