How to Move Email Archive from one Google Workspace Into Another

We have a client who is very reliant on Google Workspace. They use it like no one we have ever seen. Google Tasks, Hangouts, Spaces—you name it, they’re utilizing it with a level of rigor that would make even Google’s engineers blush. They’re constantly asking us to “just do this one thing” or “improve that feature”—you know, the ones we didn’t even build in the first place. “Can you make Google Drive send scheduled emails?” or “Why can’t I create tasks using the email test portion and delegate it to someone on the team?”, etc. Well, we do our best, but sometimes it feels like we’re part of a secret beta testing group for tools that don’t exist!

But when it came time for them to move certain emails between their Google Workspace accounts, it turned out there is no straight forward route. They did find the Google takeout and exported what needs to be moved, however the import of that into a mailbox does not exist and of course they came to us. This wasn’t your typical migration either—they didn’t want to move the whole mailbox (because that would be too easy!). They only needed to transfer specific email archive while keeping the rest where they were, like sorting laundry without actually folding anything. So, we came up with a plan involving Google Takeout, Mac Mail, and a little bit of tech wizardry.

In this guide, we’ll walk you through how to export selected emails from Google Workspace using Google Takeout, import them into Mac Mail (or any other email client), and sync those emails with a different Google Workspace account. If you need to transfer your entire mailbox, we recommend using the Google Workspace Migration Interface for a more streamlined process.

Step 1: Export Selected Emails from Google Workspace Using Google Takeout

Google Takeout allows you to export your data, including email, from Google Workspace. Here’s how to export only certain emails:

1. Log in to Google Takeout: Go to Google Takeout and log in with your Google Workspace account.
2. Deselect All Data: By default, Google Takeout will select all data. Click Deselect All to uncheck everything.
3. Select Mail: Scroll down to find Mail and check the box. Next, click All Mail data included to customize your selection.
4. Filter by Labels or Folders: In the customization window, you can select specific labels, folders, or even categories (like starred or unread emails) to export.
5. Export as MBOX: Once you’ve chosen the emails to export, click Next Step. Google will export the emails as an MBOX file, a format supported by many email clients.
6. Download the Archive: When the export is ready, download the ZIP file and extract it to get your MBOX file.

Step 2: Import Emails into Mac Mail or Another Email Client

Once you’ve exported your emails, you can import them into your preferred email client. Here’s how to do it in Mac Mail, but the process is similar in other email clients like Thunderbird or Outlook.

1. Open Mac Mail: Launch Mac Mail on your Mac.
2. Go to File > Import Mailboxes: In the File menu, select Import Mailboxes.
3. Choose MBOX Format: When prompted, select Files in MBOX format and click Continue.
4. Select the MBOX File: Find and select the MBOX file you exported from Google Takeout.
5. View Imported Emails: Mac Mail will import the selected emails into a new folder, typically called Import or similar, under the On My Mac section.

If you’re using a different email client, look for similar options to import emails in the MBOX format. In Thunderbird, for example, you can import MBOX files using the ImportExportTools add-on.

Step 3: Sync Imported Emails with a Different Google Workspace Account

Now that you’ve imported the selected emails into Mac Mail (or your chosen email client), it’s time to sync them with a different Google Workspace account.

1. Add Your New Google Workspace Account:
   • In Mac Mail, go to Mail > Preferences > Accounts and click the + button to add a new account.
   • Choose Google from the options, then enter the credentials for your new Google Workspace account.
   • If you’re using another email client, the process will be similar. Look for the option to add a new IMAP account.
2. Create a Folder/Label in Your New Account:
   • Once the new Google Workspace account is set up, right-click the account’s inbox and create a new folder or label where you want to store the imported emails. This helps keep your emails organized.
3. Move the Imported Emails:
   • In Mac Mail (or your email client), go to the folder where you imported the emails (likely under On My Mac).
   • Select the emails you want to sync with your new Google Workspace account.
   • Drag and drop these emails into the folder or label you created in your new account.
4. Wait for Sync:
   • The email client will now upload the selected emails to your new Google Workspace account. This can take a while, depending on your internet speed and the size of the email transfer.
   • Once the process is complete, the emails will be accessible from any device linked to your new Google Workspace account.

What If You Want to Transfer the Entire Mailbox?

For a full mailbox migration, Google Workspace offers a built-in migration tool that simplifies the process. You can use the Google Workspace Migration Interface to transfer all emails, calendars, and contacts between Google Workspace accounts without having to manually export and import data.

Need Help?

Transferring emails between accounts can sometimes be tricky, especially if you run into large data sets or technical hiccups. If you need assistance with this process, whether it’s exporting specific emails or migrating your entire mailbox, feel free to contact us. We’re here to help make the process smooth and stress-free!

By following these steps, you’ll be able to export selected emails from your Google Workspace account, import them into Mac Mail (or any other email client), and sync them with a new Google Workspace account. Whether you’re transferring just a few key conversations or preparing for a full migration, this guide has you covered!