Offline mail is a setting you switch on once in Chrome on your computer: tick Enable offline mail on the Gmail offline settings page, decide how many days of messages it should keep, and save. After that, reading, searching and replying all carry on with no internet, provided Chrome is open and the window isn't Incognito.
The quick route: switching offline mail on in four steps
Do this while you still have a connection, ideally before a flight or a trip somewhere with poor signal. These are the steps Google gives for switching offline mail on:
- On your computer, open Chrome and go to Gmail offline settings.
- Next to Enable offline mail, tick the box.
- Choose your settings, such as how many days of messages you want to sync.
- Click Save changes.
That's the whole setup. Once it's saved, you can read, search and reply to messages without an internet connection, in a normal (non-Incognito) Chrome window.
One thing to sort before you tick the box: make sure you're signed in to the account you'll want offline. Offline mail only works with the account you were signed in to at setup, so if you juggle a work and a personal inbox, set it up from the one that matters on the trip.
Where each offline setting lives on your computer
Most of this sits in Gmail offline settings. Here's what each part does once you're there.
| Setting or option | Where you find it | What it does |
|---|---|---|
| Enable offline mail | Gmail offline settings, as a tick box | Switches offline mail on for the account you're signed in to |
| Days of messages to sync | Gmail offline settings | Decides how much of your mail is kept for offline reading |
| Download attachments | Under Sync settings | Keeps attachments available offline |
| Save changes | Gmail offline settings, after you've made your choices | Applies your offline settings |
| Outbox | A new folder that appears in your mail | Holds anything you send offline until you're connected again |
The number of days you sync is the main trade-off, so think about how far back you're likely to need to look. More days means more of your history is searchable on the train, but it also takes up more storage on your computer.
What you can and can't do without a connection
Reading, searching and replying all work offline. When you hit send, the message doesn't vanish into thin air: it goes into that new Outbox folder and is sent automatically as soon as you connect to the internet again. It's worth a glance at the Outbox when you land, just to see it empty.
Attachments are the area where offline mail feels different. You can download an attachment to your computer and open it with a local application, such as a PDF reader or a spreadsheet program. What you can't do is preview it inside your inbox the way you would online.
If you're planning to clear a backlog on the move, a little preparation helps. Tidying your folders and labels first, along the lines of my guide on how to organise your Gmail inbox, means the mail that syncs is the mail you need. And if you send the same kind of reply again and again, it's worth looking at saved reply templates in Gmail for when you're back online.
Why offline mail won't work: Chrome, Incognito and the setup account
Check these conditions in order before assuming something's broken.
You're not in Chrome
Offline mail only works in a Chrome browser window. If you normally check email in another browser, open Chrome for this.
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The window is in Incognito mode
Offline mail won't run in an Incognito window. Close it and open an ordinary one.
You're signed in to a different account
Offline mail is tied to the account you were signed in to when you set it up. If you've switched accounts since, switch back to the account you set it up with.
New mail isn't appearing
Messages only sync while Chrome is open. If you closed Chrome before you lost your connection, the latest emails won't be there. Open it while you're still online and give it a moment.
Offline storage has run out
You've two ways to make room, both under Sync settings. Click the Down arrow to sync fewer days of messages, or untick Download attachments so files stop being kept offline. Start with attachments if you mostly need the text of your emails on the move.
Frequently asked questions
Can I read emails older than my sync window offline?
No. Offline mail keeps the number of days of messages you chose in your settings, so anything older waits until you're back online.
How do I turn offline mail off again?
Go back to Gmail offline settings, where the Enable offline mail box sits. Check Gmail's help page for the exact steps before you change it.
Can I set up offline mail on a second computer?
Setup happens in Chrome on your computer. Check Gmail's help page for how it behaves across more than one machine.
Should I switch it on on a shared computer?
Offline mail stores your synced messages on that computer, so it's best kept to a machine only you use.
Does a Gmail tab need to stay open for syncing?
Chrome has to be open for messages to sync. Whether a Gmail tab must stay open as well isn't spelled out, so check Gmail's help page.
