Long gone are the days when your best tool for business communication was your email client. Today, we have a wide range of different help desk solutions that can provide the same, if not better, level of communication. And it’s not just about communication, help desk systems are used in all kinds of scenarios and it is widely accepted that they are helpful in most scenarios.
Yet, to leverage the power of the tool, one must move his old data to the platform. Hence why we decided to show you how you can efficiently export Gmail emails to CSV. Why CSV? Because it is the most popular format that most help desk solutions accept. Oh, and why Gmail? Because who doesn’t use the platform. But enough of this chit-chat, let’s take a look at the process itself.
Before you continue reading the article, take a look at the video on this process:
Exporting The Usual Way
Before we jump into the process, we’d like to stress that exporting Gmail emails to excel using the usual method will take some time. We suggest that you allocate enough time otherwise you’ll have to start from scratch the next time which will result in more wasted time. Lastly, the system only allows you to export your contacts if you are looking to export Gmail emails to CSV we suggest that you skip right to the next method.
If you are still here, then the process is quite simple but a tad long. First off, head over to Gmail Contacts by clicking on the top-right corner menu.
Once you are there, you will see a bunch of different contacts that you can export. Pick the ones you would like to transfer and hit on the “More” button (hint, it is an icon with three dots) and select “Export”. You will then see a bunch of different export options, namely Selected Contacts, Groups, and All Contacts. Since we picked all the necessary contacts at the beginning, just hit Selected Contacts and move on.
The tool will then prompt you to pick a file format. Let’s take a look at each format separately and see how they differ from one another. Why? Because some of you might need a different format to use in conjunction with something else. So, the first is called Google CSV and this is the one that can be used with the help desk system. Then there is the Outlook CSV and as the name implies, this one can be used with Microsoft Outlook. Lastly, there is the vCard format that can be opened on a myriad of devices, including iPhones, Android-powered gadgets, and smart wearables. Also, keep in mind that Google CSV uses Unicode to store international characters meaning that Outlook doesn’t support these characters. The reason why Outlook doesn’t support them is that it carries names to your default character encoding. And that’s pretty much it for this method, let’s take a look at the next solution.
The source of all images: Lifewire
Things to Remember When Moving Email Messages
Whether it is through a CSV file or forwarding them one-by-one, moving data from your Google Account will take a while. This is why we suggest that you create a Google spreadsheet to keep track of what stuff you’ve moved. This isn’t ideal but it will help you keep everything under control, as well as it will allow you to resume your Gmail messages transfer shenanigans later.
Do keep in mind that your Gmail account is packed. It doesn’t just use a single file type but a ton of different contact records, message details, and other stuff that you want to download. If before this migration, all your work and operations were tied with a specific email address, you best not leave your Gmail account data behind. Those are your assets and without them, your customer support agents’ work will be tedious. If unsure, here’s a hypothetical but highly likely scenario.
Imagine, you get a GDPR request from your customers for a specific file type or something in those lines. You refer to your current system as you want to download it and deliver the data following the regulation. After scrolling through the entire database you’ve realized that those records made it through the transfer but not in their entirety.
You’ll have to open your old email address, scroll through the whole thing, download it somehow, and only then present it to the customer. All of this is time-consuming and will make your work that much harder. This is also the reason why you want to download your Gmail account in entirety, and this is why moving your whole email address is important. It’ll save you a bunch of time, as well as not damage your service level.
Exporting Using Our Tool
As you already know, in no way Gmail exports emails natively. Yet, it doesn’t mean it isn’t possible and all is lost. You can use our tool that will move all your stuff safely and fast but it is a paid option. Yes, for a small price you will be able to export Gmail emails to a CSV file or other supported platforms.
So, how does it work? It is quite simple. All you have to do is head over to our website where you will find a “From -> To” form. In the top input field pick Gmail and in the second pick CSV (or any other option in case you find what you need).
Once you’ve specified what kind of files you want to move you will then be asked to provide credentials. Why credentials? Without them, migration is pretty much impossible.
After all of these actions, just wait for your files to cook. Depending on the size of the mailbox, it might take some time for them to be ready. What we mean is that the cooking process varies. But that’s all that it takes.
Why Should You Use Our Solution?
First off, it is reliable. Your mail integrity will remain intact as the system doesn’t touch them but rather copies and sends the copies to a file. Secondly, it doesn't restrict your choice to just a few platforms and file formats. Whether you want to migrate to a help desk or need a CSV file to perform a Google sheets analysis, our solution will move your entities no problem. Thirdly, you have enough flexibility. If you need to move only the contents or the mail or just addresses, you can do that. And the best part of all of this, the pricing system. Yes, you pay only for the number of transferred email messages. No hidden fees, no extra expenses, and no special data requirements, just your records.
Let’s Move Your Gmail Messages Together
And that’s pretty much it for today. As you can see, Gmail is quite limited in terms of what you can export. And rightfully so, they are a platform and it is their best interest to keep the install base growing. But our solution renders this limitation useless. If you are looking for a reliable way to move all your Google account data, look no further. Be sure to leave us a message if you have any questions but until next, thanks for joining us.
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