How to Migrate Google Email, Contacts, Calendars, and Files

Moving email, contacts, calendars, and files out of Google takes two parts: export a copy of your data, then import or upload it to the destination service. Before starting, choose where each kind of data will go and keep your Google account available until you have checked that the transfer worked.

What You’ll Need

• Access to the Google account and permission to download its data. For a work or school account, an administrator may restrict exports.
• A computer with enough free storage for downloaded archives. Large exports can be split into several files.
• Destination accounts and the import instructions for their email, contacts, calendar, and file services.
• Time to check the results. Some services need separate imports for each data type, and large transfers may take hours.

Step-by-Step

1. Make an inventory. List what you use in Gmail, Google Contacts, Google Calendar, and Google Drive. Note shared Drive files, multiple calendars, large attachments, and any files that are Google Docs, Sheets, or Slides. Decide whether you want a one-time copy or ongoing mail forwarding and synchronization; an export is a snapshot, not a continuing sync.
2. Review the destination’s import options. Sign in to the services that will receive your data. Find their documented procedures for importing email, contacts, calendar files, and documents. Check accepted formats, file-size limits, and whether imports merge with existing content or create duplicates. If you are moving to another email provider, confirm its mailbox setup before changing any addresses or cancelling Google services.
3. Export your Google data. Go to Google Takeout while signed in to the correct account. Choose Deselect all, then select Gmail, Contacts, Calendar, and Drive. Use each product’s options to include only the labels, calendars, or Drive content you need, if available. Select Next step, choose an export frequency of one-time export, and select an archive type and delivery method. Email download links and adding the export to a cloud destination are common options; choose a destination you can access safely.
4. Choose archive settings and create the export. ZIP is widely supported. Set a practical maximum archive size; a smaller limit creates more parts, which can be easier to transfer but requires downloading every part. Select Create export. Google prepares it in the background and notifies you when it is ready. Do not assume that the notification means the data has already been imported elsewhere.
5. Download and unpack all parts. Follow the Takeout download link and save every archive part. Keep the original archives unchanged as a backup. Extract them to a folder on a computer with adequate free space. Takeout commonly provides Gmail messages in MBOX format, contacts in VCF format, calendars in ICS format, and Drive files in their original or exported formats. Read the included directory and file names rather than guessing which file belongs to which calendar or contact list.
6. Import contacts and calendars. In the destination contacts service, use its import command and select the VCF contact file. Check a sample of names, email addresses, phone numbers, and labels afterward. For calendars, import each ICS file into the intended destination calendar using that service’s calendar settings. If you have multiple calendars, identify them before importing; putting everything into one calendar can make later sorting difficult. Check a few older and newer events, including recurring events and time zones.
7. Move email. Use the destination provider’s supported Gmail or MBOX import method. Some services let you connect to Gmail and copy messages directly; others accept an MBOX file through a desktop mail app or a dedicated import tool. Follow the destination’s current instructions, because the process varies. Confirm that messages, dates, folders or labels, and attachments appear as expected. MBOX files are not normally opened by double-clicking in a web browser.
8. Move Drive content. Upload ordinary files and folders to the destination’s storage service, preserving the folder structure where possible. For Google Docs, Sheets, and Slides, choose an export format such as DOCX, XLSX, or PDF when creating the Takeout export if the destination cannot use Google formats. Open representative converted files to check formatting, formulas, comments, and embedded content. Shared files may not be included in the same way as files owned by you; check the export and any shared-drive permissions separately.
9. Verify before relying on the new location. Compare item counts where the services provide them, search for important emails and files, and test access from another session or device. Check attachments, calendar reminders, contact details, and shared-file access. Keep the Takeout archives and the Google account until you are satisfied. If you need new messages delivered elsewhere, configure forwarding or update your address with senders; an export does not redirect incoming mail.

Common Mistakes

• Exporting only some products because the Takeout selection was not reviewed before creating the archive.
• Downloading one archive part but missing the others, or deleting the archives before imports are verified.
• Assuming an export automatically transfers data. Takeout creates files; the destination import is a separate step.
• Importing a calendar or contacts file repeatedly after an uncertain result, creating duplicate entries. Check the destination’s import behavior first.
• Expecting Google Docs, Sheets, and Slides to behave exactly like native files after conversion. Review important documents for layout and feature changes.
• Closing the Google account too soon. That can remove access needed to retrieve missing data or receive mail during the transition.

Tips

• Start with a small test when the destination supports it: import one calendar or a limited set of contacts, verify the result, then proceed.
• Use a clear folder for the export and label archive parts. Keep a separate untouched backup until the migration is complete.
• Do the transfer over a stable connection and allow extra time for large mailboxes or Drive accounts.
• For work or school accounts, ask the administrator about retention, shared-drive access, and export restrictions before starting.
• Keep a checklist of what has been exported, imported, and verified. Treat ongoing sync, forwarding, and address changes as separate tasks.

Troubleshooting

The export is delayed or the link does not work: Check the account’s email and Takeout page for status, allow time for large exports, and try downloading again. If a link has expired, create a new export. Confirm that you are signed into the account that made it.

The archive will not extract: Make sure every split archive part finished downloading and that you have enough disk space. Download missing parts again and use a current archive utility that supports ZIP. Do not rename parts unless the extraction tool’s instructions require it.

An import is rejected or incomplete: Check the destination’s accepted format and size limits. Extract the Takeout archive first, select the actual MBOX, VCF, or ICS file, and split the task if the destination imposes limits. Ask the destination provider for its supported import route rather than changing file extensions.

Items are missing or duplicated: Confirm the right account, labels, calendars, and archive parts were included. Search the destination before repeating an import, and check whether the importer merges or duplicates existing entries. Export and import logs or status messages can help pinpoint a failed step.

Formatting, dates, or sharing look wrong: Compare the original item with the imported copy. Check calendar time-zone settings and document conversion formats. Recreate sharing permissions in the destination when they did not transfer; an exported file does not necessarily preserve access controls.

Frequently Asked Questions

Does Google Takeout delete anything from my account?
No. Creating and downloading an export makes a copy; it does not delete the Google data.

Will new Gmail messages be included?
Only messages present when the export is made are included. Make another export later or set up forwarding or a supported ongoing migration if needed.

Can I transfer everything in one click?
Usually not. Email, contacts, calendars, and Drive content use different formats and destination import processes.

Will my labels and folders transfer?
That depends on the email importer. Gmail labels may not map directly to folders, so check the destination’s documentation and inspect the imported organization.

Do shared Drive files and permissions move?
Not necessarily. Ownership, shared-drive content, and permissions can be handled differently from files you own. Check access and arrange any needed sharing again.

When is it safe to close my Google account?
Wait until you have verified the data, saved a separate backup, and arranged mail delivery and access to shared items. Also check whether other services rely on that Google sign-in.

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