Move Emails From Outlook to Gmail: 2026 Guide

Moving email from Outlook to Gmail sounds simple until you try it. You want your full email history, folders, sent items, and attachments to show up in Gmail in a way that still feels usable. You also want to avoid duplicates, missing mail, broken threads, and a messy label structure.

This guide covers the most reliable ways to move emails from Outlook to Gmail in 2026, based on your setup. It includes personal Gmail moves, Google Workspace migrations for teams, PST-based moves for large archives, and IMAP transfers for controlled, smaller migrations.

It also covers an important change: Gmail will remove POP-based “Check mail from other accounts” on the web. That change breaks many older “import and keep syncing” tutorials.

Overview

• Moving emails from Outlook to Gmail in 2026 depends on which Outlook and Gmail setup you’re using.

• Google Workspace Data Migration Service is the best option for teams moving from Microsoft 365 or Exchange.

• PST export + GWMMO is the most reliable method for large Outlook desktop mailboxes and long email history.

• IMAP transfer works for smaller, controlled moves where you want hands-on verification.

• Gmail is removing POP-based “Check mail from other accounts” on the web, so older sync tutorials no longer apply.

• Outlook folders migrate as Gmail labels, which may appear differently due to the conversation view and label behavior.

• Most migration issues come from choosing the wrong method, not validating scope, or running duplicate passes.

Choose Your Outlook and Gmail Setup, Then Pick the Right Move Method

Before you start migrating, identify two things: the type of Outlook you use and the type of Gmail you are moving to. This matters because each combination supports different migration tools, different levels of completeness (folders, sent mail, archives), and different risks, such as duplicates or missing history.

Step 1: Identify your Outlook type

• Outlook desktop app (classic Outlook on Windows)

• Outlook.com (web email tied to a personal Microsoft account)

• Microsoft 365 / Exchange Online (work email managed by IT)

Step 2: Identify your Gmail type

• Personal Gmail (@gmail.com)

• Google Workspace Gmail (business Gmail managed by an admin)

Step 3: Choose the right migration path for your setup

This quick mapping prevents the most common mistake: choosing a light “import” approach for a mailbox that actually needs a full migration method.

Also read: How to Schedule Emails in Gmail Without Losing Context or Follow-Ups

Critical 2026 update: Gmail web POP fetching is going away

Many older guides tell you to go to Gmail settings and use “Check mail from other accounts” to pull Outlook mail into Gmail. That advice will age out in 2026.

Google states:

• Gmail will no longer support checking third-party emails through POP

• The “Check mail from other accounts” option will no longer be available in Gmail on your computer

What you should do instead:

• Use a real migration method for history, like Workspace migration or PST import

• Use supported account access methods on mobile, where the Gmail app uses IMAP for added accounts, if your goal is only to read and send mail from another inbox

With that setup in mind, there’s one change that affects which options are even worth considering in 2026, because it removes the “easy import” path many people still rely on. Before we move on to the most reliable team method, Google Workspace Data Migration Service.

Method 1: Google Workspace Data Migration Service (best for teams)

If your organization moves from Exchange Online or Microsoft 365 to Google Workspace, use the Data Migration Service inside the Admin console. Google positions this as the primary admin path for migrating organizational email to Workspace.

What you need before you start

• Super admin access in Google Workspace

• Existing users on both sides (the tool migrates into existing Workspace accounts)

• Clear mapping for which Outlook mailbox maps to which Gmail user

• A migration plan, either staged or cutover

How a clean team migration usually works

1. Run a pilot migration for 1 to 3 users

2. Validate results across inbox, sent, and archives

3. Migrate in batches

4. Do a delta pass close to cutover

5. Switch MX records after final validation

This workflow reduces risk by catching missing folders, calendar surprises, and access issues before you move everyone.

What to expect after migration

• Outlook folders usually become Gmail labels

• Some views look different because Gmail uses conversation view and labels, not strict folders

• Users need guidance on search and label habits to stay productive

Method 2: PST export and import with GWMMO (best for large Outlook history)

If you have a large Outlook desktop mailbox with years of mail, a PST-based move usually yields the most complete results.

Part A: Export your mailbox to a PST

Microsoft supports exporting emails, contacts, and calendar items from classic Outlook using a PST file.

Typical flow in classic Outlook:

• File

• Open and Export

• Import/Export

• Export to a file

• Outlook Data File (.pst)

Part B: Import PST into Google Workspace using GWMMO

Google provides Google Workspace Migration for Microsoft Outlook (GWMMO) to import data from an Exchange account or PST file into Google Workspace.

GWMMO supports email migration and can also import calendar and contacts, depending on your setup.

Why PST plus GWMMO works well

• It handles large history better than “light import”

• It preserves more structure from Outlook folders

• It gives you a repeatable process for users who store data locally

When PST import fits best

• You store mail in local Outlook archives

• You need years of history, not just recent mail

• You want to move specific folders, not everything

Also read: Read Smarter, Not Longer: Smart Summary Inbox Explained

Method 3: IMAP transfer for controlled, smaller moves

IMAP transfer works well when you want full control, and you have a smaller mailbox. You connect both accounts in an email client that supports IMAP and copy mail into the Gmail mailbox.

When IMAP transfer makes sense

• You only need a few folders or a defined date range

• You want to verify as you move

• You want to avoid tooling and admin steps

What to watch during IMAP moves

• Large mailboxes can take a long time to sync

• Some providers throttle IMAP connections

• A messy copy process can create duplicates if you restart repeatedly

“Move” vs “migrate” vs “keep access” in 2026

Even though people say “move emails,” they often mean three different outcomes. Clarifying this upfront helps you pick a method that matches your goal and avoids broken setups, missing history, or outdated sync paths in 2026.

Folder mapping: what happens to Outlook folders in Gmail

Outlook organizes email in folders, while Gmail organizes email using labels. During a move, your Outlook folder structure usually carries over, but it may not look identical because labels behave differently: one email can live under multiple labels, and Gmail may group messages into conversations. 

What should you expect?

• A folder like “Clients/2025” becomes a label like “Clients/2025.”

• Gmail can show a message under multiple labels, unlike folders

• Gmail conversation view can group messages across a thread, even if Outlook stored them separately

How to prevent label chaos?

• Clean up Outlook folders before you migrate

• Merge redundant folders

• Rename folders with clear intent

• Decide which folders should become top-level labels

Also read: How to Use Gmail Multiple Inboxes to Organize Email

Common migration problems and how to fix them

Email migrations rarely fail in one dramatic way. Most issues are small and fixable, but they cause panic because they appear as missing messages, duplicates, or a label structure that feels unusable. This section covers the most common Outlook-to-Gmail migration problems and the practical fixes that get your mailbox back on track fast.

Problem 1: Missing mail after migration

Most teams miss mail because they migrated too little scope or ran a partial method.

Fix:

• Recheck the chosen method and scope

• Run a second pass for older folders and archives

• Use date filters and folder-level validation, not only inbox counts

Problem 2: Duplicates

Duplicates often happen when you run the same migration twice without clean cutoffs.

Fix:

• Track the exact date range or folder set for each pass

• Use a pilot mailbox to test repeatability

• Keep a written migration log so you do not guess later

Problem 3: Labels look wrong

Outlook folder names can create long nested labels.

Fix:

• Rename or flatten folders before the move

• Map only the folders you truly need

• Plan a label structure in Gmail before you migrate everyone

Problem 4: Users lose time after the move

Gmail workflows differ from Outlook workflows. People struggle with search, conversation view, and labels.

Fix:

• Provide a short internal playbook

• Teach label rules, search operators, and inbox triage routines

• Standardize signatures and filters early

Post-migration setup that makes Gmail usable fast

After you move the mail, set up Gmail for daily use.

Inbox and triage settings

• Decide on conversation view

• Define your inbox type, like Default vs Priority

• Create filters for newsletters, alerts, and low-value notifications

Identity and sending setup

• Set the right display name

• Add a signature

• Rebuild templates if your team uses them

Search habits that replace folder browsing

Teach your team to search by:

• sender

• domain

• date ranges

• keywords

• label combinations

This step reduces the “I cannot find anything” panic teams feel after leaving Outlook.

Also read: How to Change Your Gmail Background for a Better Inbox Experience

How does NewMail help during an Outlook to Gmail move?

Migration creates a second wave of pain after the technical move. People waste time re-triaging. Old threads resurface. Approvals slip because nobody knows what matters most inside a long chain.

NewMail helps teams stabilize faster by improving how they work inside the new Gmail inbox:

• It helps users summarize long threads during handoffs

• It helps teams surface next steps, so follow-ups do not disappear

• It supports consistent, faster responses while users adapt to labels and conversation view

If you expect heavy handoffs, approvals, or client threads after the move, NewMail can help your team regain control faster. 

Conclusion

Moving emails from Outlook to Gmail in 2026 is less about shortcuts and more about choosing the right migration method for your setup. By confirming your source environment, migrating in controlled batches, and understanding how folders map to Gmail labels, you can avoid missing messages, duplicates, and post-migration confusion.

Once your email is in Gmail, tools like NewMail can help you stay on top of it by prioritizing important conversations, summarizing long threads, and surfacing action items so your inbox stays manageable after the move.

Start for free!

FAQs

1) How long does an Outlook to Gmail move usually take?

It depends on mailbox size, attachment volume, and the method you use. Admin migrations and PST imports can run for hours to days for large mailboxes, especially if your network or provider throttles transfers. Plan a pilot run to estimate timing before you move everything.

2) Will my email timestamps and conversation order stay correct after the move?

Most migrations preserve original dates, but Gmail may display conversations differently because it groups messages into threads. If the order looks off, check the individual message headers and verify a few known emails by date and sender to confirm the data moved correctly.

3) Do Outlook categories, flags, or rules carry over to Gmail?

Not in a 1:1 way. Outlook categories and flags do not directly map to Gmail labels and stars. Expect to recreate key rules as Gmail filters and convert your organization system into labels after the move.

4) What happens to subfolders and nested folders?

Nested Outlook folders typically become nested labels in Gmail. Depending on the tool and folder naming, the structure may look deeper or more cluttered than it did in Outlook. Cleaning and consolidating folders before you migrate usually improves the final label layout.

5) Will shared mailboxes or delegated mailboxes migrate automatically?

Not always. Shared mailboxes often require a separate plan because the “owner” and access model differ between Microsoft and Google. If your organization relies on shared inboxes (support@, billing@), treat them as dedicated migration items rather than assuming they move with user mailboxes.