The fastest way depends on which email services you're using

Moving emails from one account to another is straightforward if both accounts use the same service—Gmail to Gmail, Outlook to Outlook—because the provider gives you built-in tools. Moving between different services (Gmail to Outlook, for example) takes more steps but is still manageable. The method you choose depends on how many emails you need to move, whether you want to keep them in the original account, and which email providers are involved.

Most people can finish a transfer in under an hour. The exception is if you're moving a very large mailbox (tens of thousands of emails) or if you need to preserve folder structure exactly—those situations may take a few hours of setup time, but the actual transfer runs in the background.

Key Takeaways

  • Gmail and Outlook both have built-in forwarding and export tools that let you move emails without using third-party software.
  • If you're moving between different email services, you'll need to use either the export-and-import method or set up forwarding for new messages going forward.
  • Forwarding new emails is different from moving old emails—forwarding sends future messages to your new account, but doesn't move what's already there.
  • Before you delete anything from the original account, verify that the transfer worked by checking a few folders in the new account.
  • If you're moving email for a bank account or financial service, contact that institution first to update the email address on file rather than relying on forwarding.

Moving emails within the same service (Gmail to Gmail or Outlook to Outlook)

If both accounts use Gmail, the simplest approach is to use Gmail's built-in label and archive features. Log into the original account, select all emails in a folder or label, explore a new label to them, then access that label from the new account using the same Google account recovery or shared access method. However, this only works if you have access to both accounts at the same time and they're linked to the same recovery phone or backup email.

A more reliable method is to use Gmail's "read your data" feature through Google Takeout. Go to takeout.google.com, select Mail, and read your emails as a .mbox file. Then log into the new Gmail account and use the import feature (usually found in Settings > Forwarding and POP/IMAP > Import mail and contacts) to upload that file. This preserves folder structure and labels.

For Outlook accounts, use the "Export" function in Outlook desktop or the web version. Select the folders you want to move, export them as .pst files, then import those files into the new Outlook account. If you're using Outlook.com (the web version), you can also set up automatic forwarding so new messages go to the new account while you complete the transfer of older emails.

Moving emails between different services (Gmail to Outlook, Yahoo to Gmail, etc.)

The most reliable method is the export-and-import approach. In your original account, export your emails as a standard file format (.mbox, .pst, or .csv depending on what the service offers). Then import that file into the new account. Gmail accepts .mbox files through Google Takeout and import. Outlook accepts .pst files. Yahoo Mail lets you read emails as .zip files. Check the help documentation for your specific services to find the exact export option.

If the export-and-import method doesn't work or feels too technical, you can use IMAP forwarding as a workaround. Enable IMAP access on both accounts (usually in Settings > Forwarding and POP/IMAP or similar), then configure your email client (Outlook desktop, Thunderbird, Apple Mail) to connect to both accounts. Drag emails from the old account's folders into the new account's folders within the client. This is slower for large mailboxes but works reliably and gives you control over which emails move.

Setting up forwarding for new messages going forward

Forwarding is different from moving old emails—it sends all new incoming messages to your new account automatically. This is useful if you're switching email addresses but want to catch messages sent to the old one. In Gmail, go to Settings > Forwarding and POP/IMAP > Add a forwarding address, enter the new email, and confirm the verification email sent to that address. Then select "Forward a copy of incoming mail" and choose whether to keep or archive the original.

In Outlook.com, go to Settings > Mail > Forwarding and enter the new address. In Yahoo Mail, use the Forwarding option in Account Info. Most services let you forward to multiple addresses, though some have limits on how long forwarding stays active (Gmail's forwarding continues indefinitely unless you turn it off; Outlook may require periodic reconfirmation).

Important: forwarding does not move emails that arrived before you set it up. If you need those older messages in the new account, use the export-and-import method described above in addition to setting up forwarding.

What to do if you're moving email for a bank or financial account

Before you transfer or forward emails, log into your bank's website or app and update the email address on file directly. Do not rely on forwarding alone, because banks sometimes send security alerts, password reset links, and account notifications that may not forward properly, or that the bank's system may reject if they come from an unexpected address.

After you've updated the email in your bank's system, test it by requesting a password reset or checking that your next statement notification arrives at the new address. Only after you've confirmed the new email works should you set up forwarding from the old account as a backup. Keep the old account active for at least 30 days in case any delayed messages arrive there.

Avoiding common mistakes during the transfer

The most common mistake is deleting the original account before verifying the transfer worked. Before you close or delete anything, log into the new account and spot-check several folders to confirm emails arrived with the correct dates, sender information, and attachments intact. If you moved emails from multiple folders, check at least one email from each folder.

Another mistake is assuming forwarding moved old emails. Forwarding only catches new messages from the moment you set it up. If you need emails from before that date, you must use export-and-import or manual transfer methods.

A third mistake is moving emails but forgetting to update the email address in services that send you important messages—banks, insurance companies, tax services, subscription services. These organizations have your old email on file and will keep sending messages there even if you've moved your emails. Update the email address in each service's settings before or when ready after the transfer.

When to use a third-party migration tool

For most people, the built-in export-and-import tools are sufficient and free. Third-party tools like Mailstrom, CloudHQ, or Imapsync are useful only in specific situations: if you're moving tens of thousands of emails and want to preserve exact folder structure and custom labels, if you're moving between services that don't have straightforward import options, or if you want to migrate emails while keeping both accounts active and synced long-term.

These tools typically charge a one-time fee or monthly subscription. Before paying, try the free method first. Most email services' built-in tools handle the vast majority of transfers without problems. Use a paid tool only if the free method fails or if you have a specific need that the free tools don't address.

Frequently Asked Questions

Will forwarding work if I'm moving to a completely different email service?

Yes, forwarding works across services. Gmail can forward to Outlook, Yahoo can forward to Gmail, and so on. However, forwarding only catches new messages from the moment you set it up. Old emails won't forward—you'll need to use export-and-import for those.

Can I move emails without downloading them to my computer?

Yes. If both accounts are web-based (Gmail, Outlook.com, Yahoo Mail), you can use IMAP access through a desktop email client like Thunderbird or Outlook desktop to move emails between accounts without downloading them as files. You can also use Google Takeout to export directly to another Google account if both are linked to the same recovery method.

What happens to attachments when I move emails?

Attachments move with the emails when you use export-and-import or IMAP transfer. They do not move if you use forwarding—the forwarded message includes the attachment, but the original attachment stays in the original account's storage. If you're moving to a service with lower storage limits, check how much space attachments will use in the new account.

How long does it take to move a large mailbox?

Export-and-import usually takes 15 minutes to an hour for mailboxes under 10,000 emails. Larger mailboxes may take several hours. The actual transfer runs in the background, so you can close your browser and check back later. IMAP transfer is slower and depends on your internet speed, but gives you more control over which emails move.

Do I need to keep the original account open after the transfer?

Yes, for at least 30 days. Keep it open to catch any delayed messages and to verify that forwarding is working if you set it up. After 30 days, you can usually close it safely, but check first that any services using that email address have been updated to the new one.