How to Switch from Gmail to ProtonMail

Introduction

This guide will help you switch from Gmail to ProtonMail, a privacy-focused email service based in Switzerland. ProtonMail offers end-to-end encryption, meaning even ProtonMail cannot read your emails.

Why switch?

• Gmail scans your emails for advertising purposes
• Your data is stored on US servers subject to government surveillance
• Google builds detailed profiles from your email content

Why ProtonMail?

• Swiss privacy laws protect your data
• End-to-end encryption by default
• Open source and independently audited
• No tracking or profiling

Prerequisites

• Active Gmail account with data you want to migrate
• ProtonMail account (free tier available, paid recommended for import features)
• About 30 minutes of time
• Stable internet connection

Info: The free ProtonMail tier has limited storage (500MB). Consider a paid plan if you have a large Gmail archive.

Step 1: Create your ProtonMail account

1. Visit protonmail.com and click “Create a free account”
2. Choose your email address (username@protonmail.com)
3. Create a strong, unique password
4. Set up your recovery method (optional but recommended)
5. Verify your account via CAPTCHA or SMS

Tip: Choose a professional-sounding email address if you plan to use this for work communications.

Step 2: Export your Gmail data

You have two options for exporting your Gmail data:

Option A: Use Google Takeout (Recommended for large mailboxes)

1. Go to Google Takeout
2. Click “Deselect all” first
3. Scroll down and select only “Mail”
4. Click “All Mail data included” and choose specific labels if desired
5. Click “Next step”
6. Choose “Export once” and select your preferred format (MBOX)
7. Click “Create export”
8. Wait for the email notification (can take hours for large mailboxes)
9. Download the exported file

Option B: Use ProtonMail’s Easy Switch (Recommended for simplicity)

1. Log into your ProtonMail account
2. Go to Settings > Import via Easy Switch
3. Click “Start import” and select Gmail
4. Authenticate with your Google account
5. Select what to import (emails, contacts, calendars)
6. Click “Start import”

Warning: Easy Switch requires granting ProtonMail temporary access to your Gmail. The connection is encrypted and you can revoke access afterwards.

Step 3: Import your emails to ProtonMail

If you used Google Takeout:

1. In ProtonMail, go to Settings > Import/Export
2. Click “Import” and select your MBOX file
3. Choose how to organize imported emails (by folder or label)
4. Start the import process
5. Wait for completion (progress shown in settings)

Tip: Large imports can take several hours. You can continue using ProtonMail while the import runs in the background.

Step 4: Import your contacts

1. In Gmail, go to Google Contacts
2. Click “Export” in the left sidebar
3. Select “Google CSV” format and click “Export”
4. In ProtonMail, go to Contacts > Import
5. Upload the CSV file
6. Review and confirm the import

Step 5: Set up email forwarding (temporary)

During the transition period, forward Gmail to ProtonMail:

1. In Gmail, go to Settings > See all settings
2. Click the “Forwarding and POP/IMAP” tab
3. Click “Add a forwarding address”
4. Enter your ProtonMail address
5. Confirm the forwarding in ProtonMail
6. Enable forwarding in Gmail

Info: Keep forwarding active for 3-6 months to catch emails from services you forgot to update.

Step 6: Update your email with important services

Create a list of services using your Gmail and update them:

• Critical: Banking, government, healthcare
• Important: Social media, shopping, subscriptions
• Nice to have: Newsletters, forums

Warning: Don’t delete your Gmail account immediately! Keep it active for at least 6 months to catch any missed services.

Tips & Gotchas

Warning: Gmail labels don’t map perfectly to ProtonMail folders. You may need to reorganize your emails after import.

• Calendar sync: ProtonMail has its own calendar. Export your Google Calendar separately and import it
• Contacts photos: Contact photos may not transfer. You’ll need to re-add them manually
• Search differences: ProtonMail’s search works differently due to encryption. It searches subject lines and sender info, but may not search encrypted body content
• Mobile apps: Download the ProtonMail app for iOS/Android for the best mobile experience
• Two-factor authentication: Enable 2FA on your ProtonMail account for extra security

What’s Next?

After completing this guide:

1. Test your new inbox: Send test emails to make sure everything works
2. Set up ProtonMail Bridge (paid feature) if you want to use desktop email clients
3. Explore ProtonVPN: ProtonMail users get access to ProtonVPN’s free tier
4. Gradually reduce Gmail usage: Stop using Gmail for new registrations

Related Guides

• Gmail to Tutanota - Another excellent privacy-focused alternative
• Google Drive to Nextcloud - Complete your de-Googling journey