How to Download Old Emails from Server

Leena Taylor Paul
Updated: May 4, 2026 • Download • 7 Min Read

Summary: Download old emails from any mail server by connecting it to a desktop client over IMAP (port 993, SSL). The same IMAP method also lets you export emails from webmail accounts that lack a native download option.

Use Mozilla Thunderbird with “Select this folder for offline use” enabled on every folder to save emails to your computer as MBOX.
Use Outlook desktop to sync the mailbox, then export to a single PST file.
Use a provider built-in export (Gmail Takeout, Microsoft 365 PST export) for a one-shot archive.
Use a dedicated backup tool for multi-account, mixed-provider, or expired-mailbox jobs in PST, EML, MBOX, MSG, or PDF.

Why Download Old Emails from a Server?

Old emails sit on your provider’s server until something pushes them off. Common triggers include the provider shutting down the service or your free plan, the account getting compromised or locked, or a storage cap that forces you to delete server-side mail. On-premises admins often follow the same pattern to back up MDaemon webmail before a server retirement.

Another common case is a migration to a new provider where you want a portable archive for reference. For example, many admins later import the downloaded emails from Outlook to cPanel when they move from Microsoft 365 to shared hosting. As a result, a local download is the safest hedge in every scenario.

Once the mail is on your disk as PST, EML, MBOX, or PDF, it is searchable offline. In addition, you can import it into any other mailbox later or extract attachments from webmail in one pass.

IMAP vs POP3: Which Protocol Should You Use?

Mail servers expose two protocols for downloading mail:

IMAP keeps the local copy and the server in sync. You see every folder, every message stays on the server, and any change (read/unread, move, delete) replicates. Therefore, this is the right choice for archiving and ongoing access.
POP3 downloads only the Inbox by default and, in classic mode, removes the message from the server. As a result, it can hide other folders and create data loss risk.

Recommendation: Use IMAP for every method below. It downloads every folder (Inbox, Sent, Archive, custom folders) and leaves the server untouched. That is exactly what you want for a backup.

Common IMAP Server Settings by Provider

All ports below use SSL/TLS:

Gmail / Google Workspace: imap.gmail.com, port 993
Outlook.com / Hotmail / Microsoft 365: outlook.office365.com, port 993
Yahoo Mail / AOL: imap.mail.yahoo.com, port 993
iCloud Mail: imap.mail.me.com, port 993
Rackspace: secure.emailsrvr.com, port 993
Zoho Mail: imap.zoho.com, port 993
GoDaddy Webmail: imap.secureserver.net, port 993

Method 1: Download Old Emails with Thunderbird (Free)

Thunderbird is the simplest free way to download a full server-side mailbox. It works on Windows, macOS, and Linux. In addition, it stores synced mail as MBOX files inside your profile folder.

Steps to Sync the Server into Thunderbird

First, install Mozilla Thunderbird from thunderbird.net.
Next, open Account Settings > Account Actions > Add Mail Account. Enter your name, full email address, and password (or App Password).
Then click Configure manually and use the IMAP settings for your provider from the table above. Confirm IMAP is selected, port 993, SSL/TLS, normal password.
Once the account is connected, right-click each folder you want kept offline. Choose Properties > Synchronization and tick Select this folder for offline use.
Finally, let the initial download finish. To move the archive off the working drive, copy that profile folder to an external drive.

Method 2: Download to PST with Outlook Desktop

If you have Outlook 2016, 2019, 2021, or Microsoft 365 installed, you can produce a single PST file. The PST contains every folder and attachment from the server.

Steps to Export to PST

First, in Outlook desktop, go to File > Add Account. Then pick Manual setup or additional server types > POP or IMAP.
Next, enter your name, email, server type IMAP, and the IMAP server and port from the list above. Use your password or App Password.
Wait until Outlook says All folders are up to date at the bottom. This guarantees a complete export.
Then go to File > Open & Export > Import/Export > Export to a file > Outlook Data File (.pst).
Pick your account at the top of the folder list and tick Include subfolders.
Finally, browse to a save location (an external drive is ideal). Name the file oldemail-archive-2026.pst and click Finish.

Method 3: Use the Provider’s Built-in Export

Some providers offer a direct download archive that does not require any desktop client:

Gmail / Google Workspace: Use Google Takeout, select Mail, and download the resulting MBOX archive.
Microsoft 365 (admin): Use the Microsoft Purview eDiscovery Content Search export to PST. For a single user, use Outlook desktop’s Import/Export as in Method 2.
Yahoo Mail: The web UI does not expose a “Download all” button. Therefore, use IMAP via Method 1 or 2 (the same IMAP route works to back up AOL folders selectively).
iCloud Mail: Use Apple Mail with offline storage, or IMAP via Method 1 or 2.

Method 4: Use a Dedicated Email Backup Tool

A dedicated tool is the right choice in three cases. First, you may need a provider-agnostic export. Next, you may need multiple accounts in one job. Finally, you may need a format other than MBOX or PST.

EmailBakup connects to any IMAP server and saves the mailbox in PST, EML, MBOX, MSG, or PDF.

Steps with EmailBakup

First, download and install EmailBakup for Windows or macOS.
Next, click Add Account and pick your provider from the list (or choose generic IMAP).
Then enter your full email address and password (or App Password). The IMAP server and port auto-fill for known providers.
Once the folder tree loads, tick the folders you want to back up (Inbox, Sent, Archive, custom folders).
Click Export, choose your output format (PST, EML, MBOX, MSG, or PDF), and pick a save location.

Related Reading:

Which Method Should You Choose?

Want a free local mirror that keeps syncing as new mail arrives: use Method 1 (Thunderbird).
Need a single self-contained PST archive and already use Outlook desktop: use Method 2.
Provider offers a native download (Gmail Takeout): use Method 3 for a one-shot archive.
Multiple accounts, Yahoo email to PDF output, or a soon-to-expire mailbox: use Method 4.

Common Errors and Fixes

Authentication failed (password rejected)

This almost always means the provider requires an App Password. Therefore, enable two-step verification, generate an App Password, and paste the 16-character string into your client.

Only Inbox appears, no other folders

You connected with POP3 instead of IMAP. As a result, switch the account type to IMAP and re-add it. Also, in Thunderbird, click Subscribe to enable hidden folders.

Download stalls or times out

Most providers throttle bulk IMAP. Therefore, limit the client to one connection, run the sync overnight, or split the export by folder.

PST export shows fewer items than the server

Outlook was still syncing when you exported. Wait for the status bar to read All folders are up to date. Then rerun the Import/Export wizard.

Frequently Asked Questions

What’s the difference between IMAP and POP3 for downloading old mail?

IMAP keeps the server copy in sync with the local one and downloads every folder. In contrast, POP3 typically downloads only the Inbox and removes the server copy. For archiving, IMAP is the right choice.

Do I need an App Password?

Yes, if your account has two-step verification enabled (Gmail, Outlook.com, Yahoo, iCloud, Zoho all require it). Therefore, generate the App Password inside the provider’s security settings and use it in place of your regular password.

How long does it take to download a full mailbox?

Plan on roughly 1 GB per 30 to 45 minutes over IMAP. The exact time depends on your bandwidth and how many attachments you have.

Can I download mail from an account that’s already closed?

Only if you can still log in. Once a provider deletes the mailbox, the data is gone. However, if the account is in a grace-period state, download immediately using any of the methods above.

Will downloading delete mail from the server?

No. IMAP syncs without removing server-side mail. In contrast, POP3 may delete unless you explicitly check “Leave a copy on the server.”