Your Complete Email Conversion Resource

Email conversion and migration can be complex, but with the right guidance, it becomes straightforward. Our comprehensive tutorials cover the most common conversion scenarios, from migrating between different email platforms to creating backups and archives.

Each guide is designed to be clear, detailed, and actionable. Whether you're an IT professional managing enterprise migrations, a small business owner switching email providers, or an individual user wanting to preserve email archives, you'll find step-by-step instructions that work.

Beginner-Friendly

Clear instructions with no technical jargon. Perfect for users of all skill levels.

Time-Tested Methods

Proven techniques used by thousands of successful migrations worldwide.

Professional Tools

Recommendations for the best conversion tools, including Total Mail Converter.

Data Preservation

Methods that maintain email integrity, attachments, and folder structures.

Step-by-Step Conversion Guides

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Migrate Outlook to Gmail
Complete email migration guide
Difficulty:
⏱ 30-45 min
Learn how to seamlessly transfer your emails, contacts, and calendar from Microsoft Outlook to Gmail while preserving folder structure, attachments, and important metadata. This comprehensive guide covers both manual and automated migration methods.

Requirements:

  • Microsoft Outlook installed (2013 or later)
  • Active Gmail account with sufficient storage
  • Administrator access to your computer
  • Stable internet connection

Recommended Tools:

Google Workspace Migration for Microsoft Outlook (free) or Total Mail Converter (professional, paid) for advanced features and better data preservation.

What you'll learn:
  1. Export Outlook data to PST format correctly
  2. Enable and configure Gmail import features
  3. Convert PST to Gmail-compatible format
  4. Verify migration completeness and accuracy
  5. Troubleshoot common migration issues

Complete Migration Steps

1
Prepare Your Outlook Data

Before starting the export, organize your Outlook data for optimal migration:

  • Clean up unnecessary emails and empty your Deleted Items folder
  • Archive old emails if needed to reduce file size
  • Ensure all folders are properly named and organized
  • Check that all attachments are accessible
  • Note any custom categories or flags you use
Pro Tip: Create a backup of your Outlook data before making any changes. Use File → Open & Export → Import/Export → Export to create a PST backup.
2
Export Outlook Data to PST

Export your Outlook mailbox to a PST file:

  • Open Microsoft Outlook
  • Click File → Open & Export → Import/Export
  • Select "Export to a file" and click Next
  • Choose "Outlook Data File (.pst)" and click Next
  • Select your email account root folder (check "Include subfolders")
  • Choose a save location (preferably on a local drive with ample space)
  • Name your file descriptively (e.g., "outlook_backup_2024.pst")
  • Click Finish and wait for the export to complete
Important: For large mailboxes (>5GB), the export may take 30-60 minutes or more. Don't interrupt the process or put your computer to sleep.
3
Prepare Gmail for Import

Configure your Gmail account to receive the migrated data:

  • Log into Gmail (gmail.com)
  • Click the gear icon (Settings) and select "See all settings"
  • Go to the "Accounts and Import" tab
  • Check your available storage (need sufficient space)
  • Consider enabling IMAP access for better compatibility
  • Review label/folder organization preferences
Storage Check: Gmail free accounts have 15GB shared across Gmail, Drive, and Photos. Consider purchasing additional storage if needed or clean up other Google services.
4
Install Migration Tool

Download and set up the migration software:

  • Download Google Workspace Migration for Microsoft Outlook (free from Google)
  • Or download Total Mail Converter for professional features
  • Run the installer with administrator privileges
  • Follow the installation wizard
  • Launch the migration tool after installation
5
Execute the Migration

Perform the actual migration process:

  • In the migration tool, select your PST file as the source
  • Enter your Gmail credentials when prompted
  • Configure migration options (folders to include, date ranges, etc.)
  • Choose whether to migrate contacts and calendar
  • Review the migration summary
  • Click "Start Migration" and monitor progress
  • Do not close the application until completion
Performance Tip: Ensure a stable internet connection throughout the migration. Consider using a wired Ethernet connection for large migrations.
6
Verify Migration Results

Thoroughly check the migrated data:

  • Log into Gmail and check all labels/folders were created
  • Compare message counts between Outlook and Gmail
  • Open several emails with attachments to verify integrity
  • Check that folder hierarchy is preserved
  • Verify contacts in Gmail Contacts
  • Check calendar events if migrated
  • Test search functionality with known keywords
  • Check for any error logs from the migration tool
Data Safety: Keep your original PST file for at least 30 days after migration as a backup. Only delete it after confirming everything migrated correctly.
7
Post-Migration Setup

Optimize your Gmail setup after migration:

  • Configure Gmail filters to replicate Outlook rules
  • Set up email signatures
  • Configure Gmail labels to organize mail
  • Set up email forwarding if needed
  • Configure Gmail on mobile devices
  • Update email client settings if using third-party apps
  • Inform contacts of your primary email address
⚡
Convert PST to MBOX
Format conversion guide
Difficulty:
⏱ 15-25 min
Convert Microsoft Outlook PST files to MBOX format for compatibility with Thunderbird, Apple Mail, and other email clients. This guide ensures complete data preservation during conversion including attachments, folder structures, and message metadata.

Requirements:

  • PST file(s) to convert
  • Conversion software (Total Mail Converter recommended)
  • Sufficient disk space (2-3x PST file size)
  • Windows or Mac operating system

Recommended Tools:

Total Mail Converter offers the most reliable PST to MBOX conversion with excellent data integrity, batch processing, and comprehensive error handling.

Conversion Process:
  1. Select professional conversion tool
  2. Prepare and validate PST files
  3. Configure conversion parameters
  4. Execute batch conversion
  5. Validate MBOX output files

Complete Conversion Process

1
Verify PST File Integrity

Ensure your PST file is in good condition before conversion:

  • Close Microsoft Outlook completely
  • Locate your PST file (typically in Documents/Outlook Files)
  • Check the file size and note it for later comparison
  • Run scanpst.exe (Inbox Repair Tool) to check for corruption
  • Create a backup copy of the PST file
  • Ensure the PST file is not password-protected (or have the password ready)
Finding scanpst.exe: Usually located at C:\Program Files\Microsoft Office\root\Office16\ (version number may vary). Run it and select your PST file for scanning.
2
Install Conversion Software

Set up Total Mail Converter for PST to MBOX conversion:

  • Download Total Mail Converter from the official website
  • Run the installer with administrator privileges
  • Follow the installation wizard
  • Launch Total Mail Converter after installation
  • Familiarize yourself with the interface
3
Configure Conversion Settings

Set up the conversion parameters:

  • Click "Add PST" and browse to your PST file
  • Select "MBOX" as the target format
  • Choose whether to preserve folder structure
  • Set output directory with sufficient space
  • Configure file naming options
  • Choose whether to include metadata
  • Review advanced options (encoding, date handling)
Folder Structure: Enable "Preserve folder hierarchy" to maintain your email organization in the MBOX format.
4
Execute Conversion

Start the PST to MBOX conversion:

  • Review all settings one final time
  • Click "Start Conversion" button
  • Monitor the progress bar
  • Note any error messages that appear
  • Wait for the "Conversion Complete" message
  • Check the conversion log for details
Time Estimate: A 2GB PST file typically takes 10-20 minutes. Larger files take proportionally longer. Don't interrupt the process.
5
Validate MBOX Files

Verify the conversion was successful:

  • Navigate to the output directory
  • Check that MBOX files were created
  • Compare file count and sizes with original PST
  • Open MBOX files in a text editor to verify format
  • Import a sample MBOX into Thunderbird for testing
  • Check several emails with attachments
  • Verify special characters display correctly
■
Save Outlook Emails as PDF
Email archiving guide
Difficulty:
⏱ 10-20 min
Create PDF archives of your Outlook emails for legal compliance, long-term storage, or sharing purposes. This method maintains email formatting, headers, and attachments while creating universally accessible PDF documents.

Requirements:

  • Microsoft Outlook installed
  • PDF conversion software
  • Emails to convert selected
  • Storage space for PDF files

Recommended Tools:

Total Mail Converter for batch PDF conversion with customizable layouts, or Adobe Acrobat for individual email conversion with advanced PDF features.

Archiving Process:
  1. Select and organize emails for conversion
  2. Configure PDF output settings
  3. Execute batch conversion
  4. Organize PDF archives
  5. Implement backup strategy

Email to PDF Conversion Guide

1
Organize Emails for Conversion

Prepare your emails for PDF conversion:

  • Create a dedicated folder "To PDF" in Outlook
  • Move or copy emails you want to convert
  • Use categories or flags to mark important emails
  • Organize by project, date, or client if needed
  • Check that all attachments are accessible
  • Note the total number of emails for tracking
Legal Compliance: If converting for legal purposes, ensure you include full headers and maintain chronological order.
2
Configure PDF Settings

Set up PDF conversion parameters:

  • Choose page size (A4, Letter, Legal)
  • Set appropriate margins
  • Configure header/footer (date, page numbers)
  • Select quality settings (High for archival)
  • Decide on attachment handling (embed or separate files)
  • Set password protection if required
  • Choose file naming convention
3
Batch Convert to PDF

Execute the conversion process:

  • Export emails to MSG or EML format first
  • Open Total Mail Converter
  • Add email files to be converted
  • Select PDF as output format
  • Apply your configured settings
  • Choose output directory
  • Start batch conversion
  • Monitor progress and check for errors
File Naming: Use format like "YYYY-MM-DD_Subject_Sender.pdf" for easy sorting and searching.
4
Organize PDF Archives

Create a logical archive structure:

  • Create main folders by year or project
  • Subdivide by month, client, or topic
  • Use consistent naming throughout
  • Create an index document listing all archives
  • Add metadata tags for searchability
  • Test PDF accessibility and readability
  • Verify all attachments are embedded or referenced
▶
Import EML Files to Thunderbird
Email import guide
Difficulty:
⏱ 5-15 min
Import individual EML email files or entire collections into Mozilla Thunderbird while preserving message integrity, attachments, and metadata. Perfect for migrating from Windows Mail, Outlook Express, or other email clients.

Requirements:

  • Mozilla Thunderbird installed
  • EML files to import
  • ImportExportTools NG add-on (recommended)

Recommended Add-on:

ImportExportTools NG provides advanced EML import features including bulk operations, folder preservation, and better error handling.

Import Process:
  1. Organize EML files by folder
  2. Set up Thunderbird folder structure
  3. Install ImportExportTools NG
  4. Execute bulk EML import
  5. Verify imported messages

EML Import Instructions

1
Prepare EML Files

Organize your EML files for import:

  • Collect all EML files into a working folder
  • Create subfolders matching your desired Thunderbird structure
  • Check files open correctly (double-click to test)
  • Remove any corrupted files
  • Note the total file count
2
Install ImportExportTools NG

Add the essential import add-on:

  • Open Thunderbird
  • Go to Tools → Add-ons and Themes
  • Search for "ImportExportTools NG"
  • Click "Add to Thunderbird"
  • Restart Thunderbird when prompted
3
Create Folder Structure

Set up destination folders in Thunderbird:

  • Right-click on your account name
  • Select "New Folder"
  • Create folders matching your EML organization
  • Set up nested folders if needed
4
Import EML Files

Execute the import process:

  • Right-click the target folder
  • Select ImportExportTools NG → Import EML files
  • Choose "Import all messages from a directory"
  • Browse to your EML folder
  • Choose whether to include subfolders
  • Wait for import to complete
◉
Export Gmail to PST
Gmail backup guide
Difficulty:
⏱ 25-40 min
Create PST backups of your Gmail account for Outlook import, offline access, or data migration to other email systems. This comprehensive guide covers the complete export and conversion process.

Requirements:

  • Active Gmail account
  • Google Takeout access
  • Conversion tool (Total Mail Converter)
  • Sufficient storage for export (account size x 2)

Recommended Tools:

Google Takeout (free) for Gmail export, and Total Mail Converter (professional) for reliable MBOX to PST conversion with data integrity.

Export Process:
  1. Configure Gmail export in Google Takeout
  2. Download Gmail MBOX archive
  3. Convert MBOX to PST format
  4. Import PST into Outlook
  5. Verify all data transferred

Gmail Export Guide

1
Configure Google Takeout

Set up your Gmail export:

  • Go to takeout.google.com
  • Sign in to your Gmail account
  • Click "Deselect all"
  • Scroll and select only "Mail"
  • Click "All Mail data included"
  • Customize labels/folders if desired
  • Ensure MBOX format is selected
Size Management: Consider excluding Spam and Trash folders to reduce export size and processing time.
2
Download Gmail Archive

Retrieve your exported data:

  • Click "Next step"
  • Choose delivery method (email link recommended)
  • Select export frequency (one-time)
  • Choose file type and size (max 50GB per file)
  • Click "Create export"
  • Wait for email notification (may take hours/days)
  • Download all archive parts
  • Extract archives to working folder
Processing Time: Large Gmail accounts (10GB+) may take 24-48 hours to prepare. Google will email you when ready.
3
Convert MBOX to PST

Transform Gmail export to Outlook format:

  • Launch Total Mail Converter
  • Select MBOX as source format
  • Add your Gmail MBOX files
  • Choose PST as target format
  • Configure PST options (file size limits)
  • Set output destination
  • Start conversion
  • Monitor for completion
4
Import to Outlook

Load PST into Microsoft Outlook:

  • Open Outlook
  • File → Open & Export → Import/Export
  • Select "Import from another program or file"
  • Choose "Outlook Data File (.pst)"
  • Browse to converted PST
  • Select duplicate handling option
  • Choose destination folder
  • Complete import
☁
Archive Office 365 to Local Drive
Cloud backup guide
Difficulty:
⏱ 45-60 min
Create comprehensive local archives of Office 365 mailboxes for compliance, backup, or migration purposes. This advanced guide covers enterprise-level archiving with full data preservation.

Requirements:

  • Office 365 admin access
  • PowerShell with Exchange Online module
  • Large storage capacity available
  • Network share or local drive access

Recommended Tools:

Native PowerShell cmdlets for small operations, or Total Mail Converter with Office 365 connector for large-scale enterprise archiving with better management.

Archiving Process:
  1. Configure admin permissions
  2. Set up PowerShell environment
  3. Create export request
  4. Download mailbox archives
  5. Organize and secure local storage

Office 365 Archiving Guide

1
Set Up Permissions

Configure necessary admin access:

  • Log into Office 365 admin center
  • Go to Roles → Exchange Admin
  • Assign "Mailbox Import Export" role
  • Document permission changes
  • Plan to revoke after completion
2
Configure PowerShell

Set up Exchange Online PowerShell:

  • Install Exchange Online PowerShell module
  • Open PowerShell as administrator
  • Connect to Exchange Online
  • Verify connection with Get-Mailbox
3
Create Export Request

Initiate mailbox export:

  • Use New-MailboxExportRequest cmdlet
  • Specify mailbox and file path
  • Set date ranges if needed
  • Monitor export status
  • Check for completion
PowerShell Example:
New-MailboxExportRequest -Mailbox user@domain.com -FilePath \\server\share\user.pst
4
Organize Archives

Structure your local archive storage:

  • Create folders by department/user
  • Implement consistent naming
  • Document archive contents
  • Set up access controls
  • Implement backup procedures
  • Test archive accessibility

Professional Tips for Successful Email Conversion

Always Test First

Before converting your entire mailbox, test with a small sample (50-100 messages) to ensure the process works correctly and settings are optimal.

Backup Everything

Create complete backups of source data before conversion. Keep backups for at least 30 days after successful migration verification.

Check Storage Space

Ensure you have at least 3x the source data size in free disk space - for source, conversion temp files, and output files.

Document Your Process

Keep detailed notes of tools used, settings chosen, and any issues encountered. This helps with troubleshooting and future conversions.

Verify Thoroughly

Don't rely solely on message counts. Check random samples, verify attachments, test special characters, and confirm folder structures.

Plan for Downtime

Schedule conversions during off-hours or weekends. Large conversions can take several hours and may impact system performance.

Additional Resources

Troubleshooting Guide

Common problems and solutions for email conversion issues including corrupted files, encoding errors, and missing attachments.

Format Comparison

Detailed comparison of email formats (PST, MBOX, EML, MSG) with pros, cons, and best use cases for each format.

Tool Recommendations

Professional reviews of email conversion software including Total Mail Converter, with feature comparisons and pricing.

Security Best Practices

Guidelines for maintaining email security during conversion including encryption, password protection, and access controls.