How to Transfer Gmail to a New Account in 2026 (Step by Step)

Moving to a new Gmail address is one of those tasks that sounds simple until you actually try it. Google's built-in import tool exists, but it's limited, slow, and quietly loses things like labels and read/unread status. Here's the complete guide to doing it properly.

What Google's own import tool does (and doesn't do)

Gmail has a Settings → Accounts → Import mail and contacts feature. It works via POP3 and will pull in emails from another account — but it doesn't transfer labels, doesn't preserve folder structure, often misses attachments, and can take weeks to complete for large mailboxes.

For a basic personal account with a few hundred emails, it might be enough. For anything more — years of organised mail, business correspondence with labels, or an account with more than a few gigabytes — you need something better.

Before you start: what to back up

Before migrating anything, it's worth using Google Takeout to create an archive of your current account. Go to takeout.google.com, select Gmail and Drive, and download a backup. This isn't your migration method — it's your safety net. If something goes wrong, you have a copy.

The fastest method: GTransfer

GTransfer is purpose-built for Google-to-Google account migration. It uses the Gmail API directly rather than POP3, which means it can transfer labels, preserve read/unread status, move attachments properly, and run the migration in the background while you get on with your day.

Here's how it works:

Step 1 — Connect your source account. Go to GTransfer and click "Connect Google account." You'll see Google's standard OAuth screen — the same one used by Google Calendar, Notion, and other apps. Authorise access and GTransfer can read your emails to migrate them.

Step 2 — Connect your destination account. Add a second Google account — this is where your emails will arrive. Same OAuth process.

Step 3 — Choose what to transfer. You can transfer everything, or select specific labels. If you only need your Work and Clients labels, you can move just those. GTransfer shows you the email count and approximate size for each label.

Step 4 — Start the migration. Hit transfer and watch the progress bar. For small accounts this takes under an hour. Larger accounts run in the background — you don't need to keep the browser open.

Step 5 — Verify and switch. Once complete, check the destination account to confirm everything arrived. Search for a few specific emails you know should be there. Check that labels are recreated. Then update your email address with whoever needs it.

What about Google Drive files?

GTransfer handles Drive as well as Gmail — select which folders to move and it transfers files between accounts in the same session. The Essential plan (£9 one-time) covers unlimited Gmail and Drive transfer.

Tips for a clean migration

• Set up a forwarding rule on the old account before you finish, so new emails arrive at both addresses during the transition period
• Export your Google Contacts separately (contacts.google.com → Export) — GTransfer moves emails and files, not contacts
• Don't delete anything from the old account until you've confirmed the transfer is complete
• Update your email address with banks, utilities, and subscriptions using the old account before you close it

How long does it take?

Accounts under 5 GB typically complete in under an hour. Accounts between 5–20 GB take a few hours. Very large accounts (20 GB+) may take overnight — GTransfer runs the migration server-side so you don't need to be online.