How to Download an Email?

08 November 2023

How to Download an Email?

In the digital age, emails have become an integral part of our daily communication. Whether it's for personal use or professional correspondence, emails are essential in conveying information quickly and efficiently. However, there might be instances when you need to download an email, either for backup purposes, to read offline, or to save important documents. This guide will walk you through the steps on how to download an email.

Understanding the Need to Download an Email

Before we delve into the process of downloading an email, it's important to understand why one might need to do so. There are several reasons why downloading an email can be beneficial.

Firstly, downloading an email allows you to have a copy of your email stored on your local device. This can be helpful if you want to access your email offline, or if you're concerned about losing access to your email account. Having a local copy ensures that you always have access to your important emails, regardless of your internet connection or account status.

Secondly, downloaded emails can serve as a backup. In the event that your email account gets hacked, or if your emails get accidentally deleted, having a downloaded copy can save you from potential loss of important information.

Lastly, downloading an email can be useful if you need to share an email with someone who doesn't have access to your email account. By downloading the email, you can easily share it as a file.

Downloading an Email: A Step-by-Step Guide

Now that we understand the reasons behind downloading an email, let's move on to the actual process. The steps can vary slightly depending on the email client you're using, but the general process remains the same.

Step 1: Open Your Email Client

The first step in downloading an email is to open your email client. This could be Gmail, Yahoo Mail, Outlook, or any other email service you use. Make sure you're logged into your account.

Once you're in your email client, navigate to the email you want to download. Open the email.

Step 2: Locate the Download Option

After opening the email, look for the download option. In most email clients, this option is usually found in the more options menu, represented by three dots or a similar icon.

Click on this menu, and a dropdown list should appear. Look for an option that says "Download", "Download Message", or something similar. Click on this option.

Step 3: Save the Email

Once you click on the download option, a save dialog box will appear. Here, you can choose where you want to save the email on your device. You can also rename the file if you wish.

After choosing the location and naming the file, click on the "Save" button. Your email will then be downloaded and saved to your chosen location.

Understanding the Downloaded Email File

When you download an email, it's usually saved in an .eml format. This is a file format that preserves the original email content along with its headers. Headers include information like the sender, recipient, date, and subject of the email.

.eml files can be opened with most email clients, and they will display the email exactly as it appeared when you downloaded it. However, if you don't have an email client installed, there are also several free .eml file viewers available online.

It's also worth noting that any attachments in the email will also be downloaded along with the email. These will be saved in their original format, and can be accessed separately from the .eml file.


Downloading an email is a simple process that can be very useful in certain situations. Whether you need to access your emails offline, back up important correspondence, or share an email as a file, knowing how to download an email can come in handy.

Remember, the steps can vary slightly depending on your email client, but the general process remains the same: open the email, locate the download option, and save the email. With these steps, you should be able to download any email with ease.

About the author
Arnaud Belinga
Arnaud Belinga
Arnaud Belinga is the Co-Founder & CEO at Breakcold. He talks about Sales CRM use, marketing & sales. He loves Surfing 🏄‍♂️ & Skateboarding 🛹️.
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