How to Download Old Emails from Server

  

Nick Rogers
Published: May 13, 2026 • Download • 7 Min Read

Old emails sit on your provider’s server until something pushes them off: an account closure, a storage quota, a forgotten password, or a switch to a new provider. Once you pull a local copy, those messages are yours regardless of what happens to the account. This guide covers four tested methods plus the IMAP server settings you need for the major providers.

Why Download Old Emails from a Server?

A local archive of your old server-side mail protects you from four common problems: the provider closes the service or your free plan, the account gets compromised or locked, you hit a storage cap and need to delete server-side mail without losing it, or you’re migrating to a new provider and want a portable archive for reference. Once the mail is on your disk as PST, EML, MBOX, or PDF, it’s searchable offline and importable into any other mailbox later.

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. This is the right choice for archiving because you can mirror the entire mailbox without disturbing the originals.
• POP3 downloads messages once and (by default) deletes them from the server afterwards. It pulls only the Inbox, not other folders. Use POP3 only if you intentionally want to free server space and you’ve turned off the “leave a copy on server” option.

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
• Custom domain (cPanel/Plesk/Workspace): usually mail.yourdomain.com or the host your provider lists, port 993

Most providers also require an App Password instead of your regular password when two-step verification is enabled. Generate one inside the provider’s account security panel.

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 and stores synced mail as MBOX files inside your profile folder.

Steps:

1. Install Mozilla Thunderbird from thunderbird.net.
2. Open Account Settings > Account Actions > Add Mail Account. Enter your name, full email address, and password (or App Password).
3. 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.
4. Click Done. Thunderbird syncs the folder list.
5. Right-click each folder you want a permanent copy of, choose Properties > Synchronization, and tick Select this folder for offline use. Repeat for every folder.
6. Go to File > Offline > Download/Sync Now and let it finish. The MBOX files live in your Thunderbird profile under ImapMail/<server>/.
7. To make a portable archive, 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 that contains every folder and attachment from the server.

Steps:

1. In Outlook desktop, go to File > Add Account and pick Manual setup or additional server types > POP or IMAP.
2. Enter your name, email, server type IMAP, and the IMAP server and port from the list above. Use your password or App Password.
3. Wait until Outlook says “All folders are up to date” at the bottom of the window.
4. Click File > Open & Export > Import/Export.
5. Choose Export to a file, then Outlook Data File (.pst).
6. Select the account at the top of the folder list and tick Include subfolders.
7. Browse to a save location, name the file (e.g. old-emails-2026.pst), and click Finish.

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

Some providers offer a direct download archive that doesn’t 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, or for a single user use Outlook desktop’s Import/Export as in Method 2.
• Yahoo Mail: The web UI doesn’t expose a “Download all” button, so use IMAP via Method 1 or 2.
• iCloud Mail: Use Apple Mail (Mail > Mailbox > Export Mailbox) to save selected folders as MBOX.
• Zoho Mail: Use Settings > Import/Export > Export to download a ZIP of EML files.

Method 4: Use a Dedicated Email Backup Tool

If you have multiple accounts to back up, the provider has no native export, or you need an output format the methods above don’t produce, a dedicated tool is the simplest route. EmailBakup connects to any IMAP server and saves the mailbox in PST, EML, MBOX, MSG, or PDF.

Steps:

1. Download and install EmailBakup for Windows or macOS.
2. 
3. Click Add Account and pick your provider from the list (or choose generic IMAP).
4. 
5. Enter your full email address and password (or App Password) and the matching IMAP server.
6. 
7. Once the folder tree loads, tick the folders you want to back up (Inbox, Sent, Archive, custom folders).
8. 
9. Click Export, choose your output format (PST, EML, MBOX, MSG, or PDF), and pick a save location.
10. 
11. 
12. 

Which Method Should You Choose?

Pick Method 1 if you want a free local mirror that keeps syncing as new mail arrives. Pick Method 2 if you need a single self-contained PST archive and already use Outlook desktop. Pick Method 3 if your provider offers a native download (Gmail Takeout is the simplest one-shot option). Pick Method 4 if you need to back up multiple accounts in one job, want PDF output, or are dealing with a soon-to-expire mailbox where speed matters.

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. 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). 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, depending 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. If the account is in a grace-period state, download immediately using any of the methods above.

Will downloading old emails delete them from the server?
No, not with IMAP or any of the methods in this guide. The originals stay on the server. Only POP3 with default settings or explicit deletion in your client will remove server-side mail.