What "downloading an email" actually means

Downloading an email from Gmail means saving a copy of that message to your computer or phone so you can read it without being online or without logging into Gmail. When you read, you're creating a file — usually in a format called EML or PDF — that sits on your device instead of only living in Gmail's servers.

Gmail doesn't have a single "read" button the way some older email programs do. Instead, you have a few different methods depending on what you want to do with the email and what device you're using. Some methods save just the message text; others save the message plus all its attachments.

Key Takeaways

  • Gmail's built-in read option saves a single email as an EML file, which you can open later in Gmail or most email programs.
  • To read one email, open it, click the three-dot menu, and select "read message" — this works on desktop and mobile browsers.
  • If you need to save many emails at once, you can use Google Takeout to read your entire Gmail account as a compressed file.
  • Saving as a PDF is useful if you want to preserve how the email looks and share it with someone who doesn't use email, but it doesn't save attachments separately.

Downloading a single email on desktop

Open the email you want to read in Gmail on your computer. Look for the three vertical dots (sometimes called a menu icon) in the top right corner of the email — it's usually next to the archive and delete buttons. Click those dots.

A dropdown menu will appear. Select "read message." Gmail will save the email as a file with a .eml extension to your computer's Downloads folder. The filename will be something like "Subject line of email.eml." You can then move this file anywhere on your computer or open it with Gmail, Outlook, Thunderbird, or most other email programs.

Downloading a single email on your phone

Open the email in the Gmail app or in a mobile web browser. If you're using the app, tap the three-dot menu at the top right of the email. If you're using a browser on your phone, the menu icon is in the same place as on desktop.

Tap "read message." The file will save to your phone's Downloads folder or to the location your phone uses for downloads by default. On Android, you can usually find it in the Files app. On iPhone, it will go to Files or to the app you set as your default for handling downloads.

Saving an email as a PDF instead

If you want the email to look exactly as it appears on screen — with formatting, colors, and layout preserved — you can save it as a PDF instead of an EML file. Open the email and click the three-dot menu. Select "Print" (or press Ctrl+P on Windows, Cmd+P on Mac).

In the print dialog, look for a dropdown that says "Destination" or "Printer." Change it to "Save as PDF." Then click "Save" and choose where on your computer you want the file to go. This method is useful if you're sharing the email with someone who doesn't use email software, or if you need a permanent record of how it looked on a specific date. Note that attachments won't be included in the PDF — only the message body and any images embedded in the email itself.

Downloading all your emails at once with Google Takeout

If you need to read many emails or your entire Gmail account, use Google Takeout instead of downloading one at a time. Go to takeout.google.com in your web browser and sign in with your Google account.

Click "Deselect All" at the top, then scroll down and check only the box next to "Mail." Click "Next Step." Choose your file format (MBOX is the standard for email), how often you want the file created, and what size chunks you want it in. Then click "Create Export." Google will prepare your read — this can take anywhere from a few minutes to several hours depending on how much email you have. You'll get an email when it's ready, with a link to read a compressed file containing all your messages.

What to do with a downloaded EML file

Once you have an EML file on your computer, you can open it with any email program. In Gmail itself, you can drag and drop the EML file into your browser to re-import it. In Outlook, use File > Open > Outlook Data File. In Thunderbird, use File > Import.

You can also open an EML file with a text editor to read the raw message, though it will include technical headers and formatting codes that aren't meant for human reading. If you just want to read the email, opening it with your email program is the better choice.

When you might need to read emails

People read emails for different reasons. You might read a confirmation email or receipt so you have a copy that doesn't depend on Gmail staying online or your account staying active. You might read emails to back them up before deleting your Gmail account. You might read an email to share it with someone in a format they can open without a Gmail account, like a PDF.

If you're downloading for backup purposes, Google Takeout is usually the better choice because it preserves your entire email history in one go. If you're downloading to share or to keep a specific record, downloading as PDF or EML works well for one or a few messages.

Frequently Asked Questions

Will downloading an email delete it from Gmail?

No. Downloading creates a copy on your computer. The original email stays in Gmail unless you delete it separately. You can read and keep the email in Gmail at the same time.

Can I read an email with all its attachments?

When you read as EML, attachments are included in the file. When you read as PDF, attachments are not included — only the message body appears. If you need the attachments, use the EML format or read them separately by opening the email and clicking each attachment.

What's the difference between EML and MBOX format?

EML is a single email file. MBOX is a container that holds many emails at once, used by Google Takeout and some email programs for bulk backup. For one email, use EML. For your whole account, use MBOX.

Can I read emails from a Gmail account I no longer have access to?

No. You need to be signed into the Gmail account to read from it. If you've lost access, you would need to recover the account first through Google's account recovery process.

Is downloading an email the same as forwarding it?

No. Forwarding sends the email to someone else's inbox. Downloading saves a copy to your own device. They're two different actions with different purposes.