Migrating Gmail Data (email, calendar and contacts)

Below you will find the suggested steps to migrate your Gmail data (emails, calendar, and contacts) from Gmail.


Gmail accounts offer an option to download all mail to your computer via POP or IMAP access with a local desktop client, such as Microsoft Outlook or Mozilla Thunderbird. The easiest way would be to to setup the Gmail account as an IMAP account within Outlook and create a .pst export from outlook. For instructions on how to create a .pst file, click here.


Important Information

If the size of your data file exceeds 2GB, please contact Redtail Support. Due to issues pertaining to importing .pst files of this size into Outlook, the .pst file will need to be imported to the server by Redtail Email Support.


Each email account allows users to export the contacts list in a CSV or vCard format.

Exporting from Gmail:

Below, you will find the steps to quickly export your Gmail Contacts list into a CSV file:

1. Sign in to Gmail.
2. Click Contacts along the side of any Gmail page.
3. From the More actions drop-down menu, select Export....
4. Choose whether to export all contacts or only one group.
5. Select the format in which you'd like to export your contacts' information. Please note, some of these formats can lose some contact information.

  • To transfer contacts between Google accounts, use the Google CSV format. 
  • To transfer contacts to Outlook, Yahoo! Mail, Hotmail, or various other apps, use the Outlook CSV format. 
  • To transfer contacts to Apple Address Book, use the vCard format. 

6. Click Export.
7. Choose Save to Disk then click OK.
8. Select a location to save your file, and click OK.

Depending on the requirements of the program to which you're exporting your contacts from Gmail, you can easily edit the file to fit your needs.

Importing into Outlook:

Steps to Import a .csv file into Outlook

  1. On the File menu, click Import and Export. 
  2. Select Import from another program or file, then click Next
  3. Click Comma Separated Values (Windows), then click Next
  4. Locate the folder that contains the file you want to import. In the Files of type list, Click OK.


Google Calendar offers the ability to download an iCal file to your desktop (limited to calendars that are publicly shared), or you can download all calendars in your "My Calendars" list. Detailed information can be found here: http://support.google.com/calendar/bin/answer.py?hl=en&answer=37111


Exporting from Gmail:

Follow these steps to export one of your calendars:

  1. In the calendar list on the left side of the page, move your mouse over the calendar you'd like to export from.
  2. You'll see a drop-down arrow appear next to the calendar name. Click the drop-down arrow and select Calendar settings. (Alternatively, click the drop-down arrow next to My calendars and select Settings, then click the appropriate calendar from the list.)
  3. Click the ICAL button in the 'Private Address' section at the bottom of the page, and click the displayed URL.
  4. Save the exported file to the desired folder on your computer.

Here's how you can export all the calendars in your My calendars list at once:

  1. Click the drop-down arrow next to My calendars and choose Settings.
  2. On the Calendar Settings page, click the Export calendars link at the bottom of the My Calendars section. Keep in mind that you won't be able to bulk export calendars in your Other Calendars list (for example, public calendars you've added to your list, shared calendars with 'view' access only, etc.)
  3. In the resulting compressed folder, you'll see an ICS file for each of the calendars you have permission to 'Make changes and manage sharing' for.

Importing into Outlook:

Steps to Import an iCalendar or vCalendar file into Outlook

  1. On the File menu, click Import and Export.
  2. Click Import an iCalendar or vCalendar file (.vcs), then click Next
  3. Locate the folder that contains the file you want to import. In the Files of type list, choose either iCalendar Format or vCalendar Format. 
  4. Click OK.
Please note that the data on Google's side is subject to change and may differ from the instructions as they are a third-party with no affiliation to Redtail. 
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