Download Gmail as PDF: A Step-by-Step Guide

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Emails are an essential part of our digital communication, and there are times when you may want to download and save your Gmail messages as PDF files. Whether it’s for archiving important correspondence, sharing information with others, or simply having a local copy of your emails, the process is quite straightforward. In this article, we’ll explore how to download Gmail as PDF and discuss its benefits and legal considerations.

How to Download Gmail as PDF

Using the Print Option

One of the easiest ways to save your Gmail messages as PDF is by using the print option. Here’s how:

  1. Open the email you want to save.
  2. Click the three vertical dots (More options) on the top right corner of the email.
  3. Select “Print.”
  4. In the print dialog, choose “Save as PDF” as your destination.
  5. Click “Save” to create a PDF copy of the email.

Using Google Takeout

Google Takeout is a service provided by Google that allows you to download your data, including Gmail messages, in various formats, including PDF.

  1. Go to the Google Takeout website.
  2. Select “Deselect All” to uncheck all services.
  3. Scroll down and find “Mail” or “Gmail”.
  4. Click on “All Mail data included”.
  5. Choose your preferred settings and click “Next”.
  6. Select “Create Export”.
  7. Google will create an archive of your emails and notify you when it’s ready for download.

Using a Gmail Backup Tool

Some third-party Gmail backup tools provide more advanced options for saving Gmail as PDF, such as MultCloud. This tool can help you connect your email and cloud accounts, and then migrate emails as PDFs to cloud accounts or external hard drives. In MultCloud, you can get more advanced features to simplify email migration, such as:

Schedule: Automatically migrate emails and attachments to cloud accounts.

Multiple: Easily download all emails to a computer or other external drives.

Convert: Directly convert emails to the PDF format.

  1. Open the MultCloud homepage and sign up for an account with your email. Or, you can sign in directly with your Google, Facebook or Apple ID.
  2. Tap “Add Email”, and then connect your Gmail account to MultCloud.

Note: You can also add your Outlook account to MultCloud, so as to backup Outlook emails to Google Drive or other cloud services.

  1. Select the specific emails or labels you want to download. After setting the download options, click “OK” to start the process, and the tool will save your emails as PDF files automatically.

Also, as a professional cloud to cloud backup, sync and transfer tool, MultCloud can help easily migrate data across different cloud accounts.

Benefits of Downloading Gmail as PDF


Downloading Gmail emails as PDF ensures that you can access your messages even when you’re offline. This is particularly useful when traveling or during internet outages.

Archiving Important Emails

PDFs are a universal format, making them an excellent choice for archiving essential emails. You can organize your emails and store them securely on your device.

Sharing Emails

PDFs are easy to share with others. If you need to send specific emails to colleagues, friends, or legal authorities, sharing them as PDFs is a convenient way to ensure the content remains intact.

Legal Considerations

Before downloading Gmail as PDF, it’s essential to consider the legal aspects. Ensure you are complying with relevant privacy and data protection laws. Be cautious when sharing sensitive information, and always obtain consent when necessary.


Downloading Gmail as PDF is a valuable practice for both personal and professional use. It offers accessibility, archiving, and sharing benefits that make it a versatile choice for managing your email communications. However, always remember to adhere to legal considerations when downloading and sharing Gmail emails as PDFs.


1. Can I download all my Gmail emails as PDF?

Yes, you can download all your Gmail emails using Google Takeout or MultCloud.

2. Is it legal to download Gmail emails as PDF?

It’s legal to download your own emails for personal use. However, be cautious about sharing sensitive information and ensure you comply with privacy laws.

3. What’s the difference between Google Takeout and MultCloud?

Google Takeout is an official service by Google, while MultCloud is a third-party application that may offer more advanced features and customization.

4. Can I download Gmail attachments as well?

Yes, when you download Gmail as PDF using MultCloud, it can include attachments.

5. How do I convert a Gmail label to a PDF?

You can select a label in your Gmail account and use MultCloud to export all emails under that label as PDFs.

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Jay Kapoor
Jay Kapoor

Hey, guys! My name is Jay Kapoor. I am a tech junky and gadget freak from India. I’m passionate about technology and always readily curious to find new tricks and hacks. I mainly write about the latest tips, tricks, tutorials, and hacks regarding various trending topics.
I'm very keen and passionate about my work and some of my videos have also been featured in News 18 / Dainik Bhaskar and other reputable websites.

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