How to Save Emails to Google Drive: A Comprehensive Guide

So, you’re looking to declutter your inbox and archive those precious emails in Google Drive? Excellent choice! Think of it as creating a digital time capsule, or, more practically, establishing a highly searchable and organized repository for critical information. There are several pathways to achieving this, ranging from simple drag-and-drop maneuvers to employing sophisticated automation tools. Let’s dive in and uncover the best methods for saving emails to Google Drive.

The most direct and common methods include:

1. Downloading emails as .eml or .msg files and then uploading them to Google Drive. This is a manual but reliable approach.
2. Using the “Print to PDF” function and saving the PDF to Google Drive. This converts the email into a static document.
3. Employing third-party integrations and add-ons that automate the email saving process. This is the most efficient for frequent use.

We’ll explore each of these in detail, along with their pros and cons, so you can choose the perfect strategy for your needs.

Method 1: The Manual Download and Upload Approach

This is your bread-and-butter technique, a dependable fallback when all else fails. It’s straightforward, requires no additional software, and works with virtually any email client.

Downloading Your Emails

First, you need to download the email from your email client (Gmail, Outlook, etc.). The steps vary slightly depending on the client, but the principle is the same:

• Gmail: Open the email, click the three vertical dots (More options) in the top right corner, and select “Download message”. This will save the email as an .eml file.
• Outlook: Open the email, go to “File” > “Save As”. Choose the “Outlook Message Format – Unicode (*.msg)” option and save the file.
• Other Clients: Look for options like “Save As,” “Download,” or “Export” within the email viewing window. The file format might be .eml or something similar.

Uploading to Google Drive

Once you have the downloaded email file:

1. Open your Google Drive in a web browser.
2. Navigate to the folder where you want to save the email.
3. Click the “+ New” button (or right-click in the folder) and select “File upload.”
4. Browse to the location where you saved the .eml or .msg file and select it.

Pros:

• Universally compatible.
• No extra software needed.
• Simple to understand.

Cons:

• Time-consuming for large numbers of emails.
• Manual process prone to errors.
• .eml and .msg files require specific software to open and read.

Method 2: Printing to PDF and Saving to Google Drive

This method transforms your emails into static documents, preserving their formatting and making them easily viewable within Google Drive.

Printing to PDF

Most email clients and operating systems have a built-in “Print to PDF” function:

1. Open the email you want to save.
2. Click the “Print” button (or use the keyboard shortcut Ctrl+P or Cmd+P).
3. In the print dialog box, select “Save as PDF” or a similar option as your printer.
4. Choose a location on your computer to save the PDF file.

Uploading the PDF to Google Drive

The process is identical to uploading any other file to Google Drive:

1. Open your Google Drive in a web browser.
2. Navigate to the folder where you want to save the email.
3. Click the “+ New” button (or right-click in the folder) and select “File upload.”
4. Browse to the location where you saved the PDF file and select it.

Pros:

• Preserves email formatting accurately.
• PDFs are widely accessible and easily viewable.
• Relatively simple process.

Cons:

• Creates static documents, losing interactive elements (like links).
• Not ideal for emails with large attachments (the PDF can become very large).
• Still a manual process.

Method 3: Utilizing Third-Party Integrations and Add-ons

For those who frequently need to save emails to Google Drive, third-party integrations and add-ons offer the most efficient solution. These tools automate the process, allowing you to save emails with a single click or even automatically based on predefined rules.

Popular Options

• Save Emails to Google Drive Chrome Extension: A simple extension that adds a button to your Gmail interface to quickly save emails to Google Drive.
• CloudHQ: A comprehensive suite of integrations that allows you to sync emails, attachments, and other data between various cloud services, including Gmail and Google Drive.
• Zapier or IFTTT: These automation platforms allow you to create custom workflows (called “Zaps” or “Applets”) that automatically save emails to Google Drive based on specific triggers (e.g., emails from a specific sender, emails with specific keywords in the subject line).

Setting Up the Integration

The setup process varies depending on the chosen tool, but generally involves:

1. Installing the extension or add-on.
2. Granting the tool access to your Gmail and Google Drive accounts.
3. Configuring the settings, such as the default folder in Google Drive where emails should be saved.
4. (For Zapier/IFTTT) Creating a Zap/Applet that defines the trigger (email received) and the action (save to Google Drive).

Pros:

• Highly efficient and saves time.
• Automated process reduces manual effort.
• Can be customized with filters and triggers.

Cons:

• May require a paid subscription for advanced features.
• Security considerations when granting access to third-party tools.
• Setup can be slightly more complex than manual methods.

Frequently Asked Questions (FAQs)

Here are some common questions regarding saving emails to Google Drive:

1. What file format is best for saving emails in Google Drive?

The best file format depends on your needs. .PDF is excellent for preserving formatting and easy viewing. .EML or .MSG retain the original email structure but require specific email clients to open.

2. Can I save email attachments directly to Google Drive?

Yes, most methods allow you to save attachments. When downloading as .EML or .MSG, attachments are included. When printing to PDF, attachments may or may not be included (depending on the email client and settings). Third-party integrations often have options to save attachments separately or within the email file.

3. How can I automate saving emails from a specific sender to Google Drive?

The best way to automate this is using Zapier or IFTTT. You can create a rule that triggers whenever you receive an email from a particular sender, automatically saving it to a designated Google Drive folder.

4. Is it safe to use third-party apps to save emails to Google Drive?

While generally safe, it’s crucial to choose reputable apps and carefully review their permissions before granting access to your Gmail and Google Drive accounts. Look for apps with good reviews and a clear privacy policy.

5. Can I save emails to a shared Google Drive folder?

Yes, as long as you have the necessary permissions to write to that folder. When configuring the saving process (manually or through an app), simply select the shared folder as the destination.

6. How do I search for emails saved in Google Drive?

Google Drive’s search functionality can search within PDF files for keywords, making it easy to find specific emails. However, searching within .EML or .MSG files might require opening the file first.

7. Can I save emails from multiple email accounts to Google Drive?

Yes, but you’ll likely need to configure each account separately, especially if you’re using third-party tools. Some tools, like CloudHQ, are designed for managing multiple accounts.

8. What happens to the email in my inbox after I save it to Google Drive?

Saving an email to Google Drive doesn’t automatically delete it from your inbox. You’ll need to manually delete it or create a filter to archive it after it’s been saved to Google Drive.

9. Is there a limit to how many emails I can save to Google Drive?

The limit depends on your Google Drive storage quota. Google accounts come with a free amount of storage, and you can purchase more if needed.

10. Can I save emails from my phone to Google Drive?

Yes, the process is similar to saving from a computer. You can download the email as a .EML or PDF and then upload it to Google Drive using the Google Drive app on your phone. Some email apps might also have direct integration options.

11. How can I organize my emails within Google Drive?

Create a logical folder structure within Google Drive. Consider organizing by sender, date, project, or topic. Use clear and consistent naming conventions for your email files.

12. My emails are saving as blank PDFs. What’s happening?

This is often due to issues with the “Print to PDF” function or browser extensions interfering with the process. Try using a different browser, disabling browser extensions, or updating your PDF printer driver.