How to migrate emails from Outlook to Gmail

Complete guide with multiple methods and troubleshooting

7-10 min read
Expert Verified
Last Updated: August 2025

Quick Answer

Migrating emails from Outlook to Gmail can be accomplished through several methods, including using the Gmail interface to import emails directly or utilizing third-party tools. Each method has its own advantages depending on the user's needs and the volume of emails to be transferred.

Medium⏱ 7-10 min read

Prerequisites & Requirements

Before starting the migration process, ensure you have the following:
  • •A valid Gmail account with sufficient storage space.
  • •Outlook installed on your computer (desktop version) or access to Outlook.com.
  • •Internet connection for both Outlook and Gmail.
  • •Backup of your Outlook data file (.pst) to prevent data loss.

Method 1: Using Gmail's Import Feature

This method is ideal for users who want a straightforward way to migrate emails without additional software.
  • •Step 1: Open Gmail in your web browser and log in to your account.
  • •Step 2: Click on the gear icon in the upper right corner, then select 'See all settings'.
  • •Step 3: Navigate to the 'Accounts and Import' tab.
  • •Step 4: Under 'Import mail and contacts', click on 'Import mail and contacts'.
  • •Step 5: Enter your Outlook email address and click 'Continue'.
  • •Step 6: Follow the prompts to enter your Outlook account password and grant permissions.
  • •Step 7: Choose what to import (emails, contacts) and click 'Start Import'.
  • •Step 8: Wait for the import process to complete, which may take several hours or days depending on the volume of emails.
  • •Step 9: Check your Gmail inbox for the imported emails to verify the process.

For Windows 11

Windows 11 users may experience a slightly different interface.
  • •Ensure your Windows 11 is updated to the latest version for better compatibility.
  • •Follow the same steps as above; the settings menu may have a different layout but functions similarly.

For Windows 10

Windows 10 users will find the settings interface similar to previous versions.
  • •Follow the same steps as outlined above.
  • •If using Outlook 2016 or later, ensure that your Outlook is updated to the latest version.

Method 2: Using Outlook to Export to PST and Import to Gmail

This method is useful for users who prefer to manage their data locally before migrating.
  • •Step 1: Open Outlook and go to 'File'.
  • •Step 2: Select 'Open & Export', then click 'Import/Export'.
  • •Step 3: Choose 'Export to a file' and click 'Next'.
  • •Step 4: Select 'Outlook Data File (.pst)' and click 'Next'.
  • •Step 5: Select the email account or folder you want to export and click 'Next'.
  • •Step 6: Choose a location to save the .pst file and click 'Finish'.
  • •Step 7: Log in to your Gmail account, go to 'Settings', and select 'Accounts and Import'.
  • •Step 8: Click on 'Import mail and contacts', and follow the prompts to import the .pst file.

Troubleshooting Common Issues

If you encounter issues during the migration process, consider the following solutions:
  • •Error: 'Unable to connect to Outlook' - Solution: Check your internet connection and ensure Outlook is running.
  • •Issue: 'Import process is taking too long' - Fix: Check if the import is still active in Gmail settings; consider breaking down the import into smaller batches.
  • •Problem: 'Missing emails after import' - Workaround: Ensure that the correct folders were selected during the export/import process.

Advanced Tips & Shortcuts

Enhance your migration experience with these tips:
  • •Keyboard shortcut: Ctrl + Shift + I - Opens the Import/Export wizard in Outlook.
  • •Command line: Use the 'outlook.exe /importpst' command to streamline the import process.
  • •Hidden feature: Use Gmail's search filters to quickly locate imported emails.

Common Mistakes to Avoid

Avoid these common pitfalls:

Expert Tips

For a seamless transition, consider using the built-in import feature of Gmail, as it minimizes manual effort and potential errors.