How do I export Gmail to an Outlook for Mac (.olm) file?

This article outlines how to export your Gmail messages, calendar events, and contacts into a local Outlook for Mac Archive file (.olm).

Overview

This article outlines how to export your Gmail messages, calendar events, and contacts into a local Outlook for Mac Archive file (.olm). Because the data export function is temporarily unavailable in the "New Outlook" interface, these instructions will also guide you through reverting to Classic Mode to complete the backup process.

Step 1: Switch to Classic Mode

If your Outlook client has a simplified toolbar and looks like the modern web interface, you are using the New Outlook. Follow these steps to revert to Classic Mode:

1. Open Microsoft Outlook.

2. Look at the top right corner of the Outlook window or check the top menu bar.

3. Toggle Off New Outlook:

   • Method A: In the top right corner, click the New Outlook toggle switch to turn it Off.

   • Method B: Click Outlook in the macOS menu bar at the very top of your screen, and click to un-check New Outlook.

4. A prompt may appear asking for feedback. You can fill this out or click Skip.

5. Outlook will automatically close and reopen in the Classic Mode interface.

6. After re-opening, that menu should look like this:

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Step 2: Export Gmail Mail, Calendar, and Contacts

Once Outlook has re-launched in Classic Mode, ensure your Gmail account is fully synced before proceeding with the export.

1. In the top macOS menu bar, click File and select Export... from the drop-down menu.

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2. An Export to Archive File (.olm) window will appear.

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3. Select the data types you wish to export by checking the boxes next to them:

   • Mail

   • Calendar

   • Contacts

   • (Optional: Tasks and Notes if applicable)

4. Click Continue.

5. A "Save" dialog box will prompt you to name the file and choose a save location:

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   • Save As: Name your file clearly (e.g., Gmail_Migration_Backup.olm).

   • Where: Choose an easily accessible folder, such as your Desktop or Documents.

6. Click Save.

7. Outlook will begin exporting your data.

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Note: Depending on the size of your Gmail mailbox, this process may take anywhere from a few minutes to several hours. Do not close Outlook or put your Mac to sleep until the progress bar completes.

8. Once the export is finished, you will see a confirmation screen stating "Your data has been exported." Click Finish.

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Next Steps

• File Verification: Navigate to the folder where you saved the backup and verify that the file ends in the .olm extension.

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• Switching Back: If you prefer the modern interface for daily use, you can safely turn the New Outlook toggle back On after the export is complete. The exported .olm file will remain intact on your hard drive.

• Once complete, you can add your Exchange account and remove your gmail account. Then you can 'import' the .olm data using the steps outlined at How to import and move data from an Outlook for Mac Archive (.olm) file