Some time ago, I moved from Office 365 and Outlook and onto Gmail. Most of you thought I’d regret the move, but I must explain how Gmail is a huge nearly frictionless experience. I don’t think I’d ever resume by using a standalone email application. Actually, I’m moving several applications as I can to the cloud, just as a result of seamless benefits which offers.
Several of in addition, you asked normally the one question that did have us a bit bothered: How to do backups of a Gmail account? While Google has a strong track record of managing data, the very fact remains that accounts may be hacked, and also the possibility does exist that somebody could easily get locked out from a Gmail account.
Many people have years of mission-critical business and private history within our Gmail archives, and it’s smart to use a policy for making regular backups. In the following paragraphs (as well as its accompanying gallery), I am going to discuss numerous excellent approaches for backing up your Gmail data.
Anyway, I’m distinguishing Gmail from G Suite, as there are a wide range of G Suite solutions. Despite the fact that Gmail is the consumer offering, so many of us use Gmail as our hub for all things, that it seems sensible to go over Gmail on its own merits.
Overall, there are three main approaches: On-the-fly forwarding, download-and-archive, and periodic a treadmill-time backup snapshots. I’ll discuss each approach consequently.
Maybe the easiest approach to backup, if less secure or complete as opposed to others, may be the on-the-fly forwarding approach. The concept this is that each and every message that comes into backup email will then be forwarded or processed for some reason, ensuring its availability as an archive.
Before discussing the details about how precisely this works, let’s cover a number of the disadvantages. First, except if you start carrying this out as soon as you begin your Gmail usage, you simply will not possess a complete backup. You’ll just have a backup of flow moving forward.
Second, while incoming mail might be preserved in another storage mechanism, none of your respective outgoing email messages will probably be archived. Gmail doesn’t offer an “on send” filter.
Finally, there are several security issues involve with sending email messages to many other sources, often in open and unencrypted text format.
Gmail forwarding filter: The very easiest of the mechanisms is to put together a filter in Gmail. Set it to forward all you could email to another email account on some other service. There you choose to go. Done.
G Suite forwarding: One simple way I grab all incoming mail to my corporate domain is employing a G Suite account. My company-related email comes into the G Suite account, a filter is used, which email is sent on its way to my main Gmail account.
This provides you with two benefits. First, I keep a copy in the second Google account and, for $8.33/mo, I recieve pretty good support from Google. The downside of this, speaking personally, is simply one of my many contact information is archived using this method, with no mail I send is stored.
SMTP server forwarding rules: For your longest time, I used Exchange and Outlook as my email environment and Gmail as by incoming mail backup. My domain was set to a SMTP server running at my hosting company, and I experienced a server-side rule that sent every email message both to switch and to Gmail.
You can reverse this. You may also send mail for a private domain with an SMTP server, but use another service (whether Office 365 or something free, like Outlook) like a backup destination.
To Evernote: Each Evernote account comes with a special current email address that you can use to mail things directly into your Evernote archive. This really is a variation about the Gmail forwarding filter, in this you’d still use Gmail to forward everything, but this period on the Evernote-provided e-mail address. Boom! Incoming mail held in Evernote.
IFTTT to Dropbox (or Google Drive or OneNote, etc): While this approach isn’t strictly forwarding, it’s another on-the-fly approach that offers a backup as the mail can be purchased in. You will find a number of great rules that link Gmail to storage services like Dropbox, and you can use IFTTT.com to backup your entire messages or simply incoming attachments to services like Dropbox.
In each one of these cases, you’re essentially moving one cloud email store to a different email store, when you want something that you can physically control, let’s go to the next strategy.
The download and archive group covers methods which get your message store (and all of your messages) in the cloud as a result of a neighborhood machine. Consequently although you may lost your internet connection, lost your Gmail account, or your online accounts got hacked, you’d have a safe archive in your local machine (and, perhaps, even backed up to local, offline media).
Local email client software: Possibly the most tried-and-true means for this is certainly utilizing a local email client program. It is possible to run anything from Thunderbird to Outlook to Apple Mail to a wide range of traditional, old-school PC-based email clients.
All you need to do is placed Gmail to enable for IMAP (Settings -> Forwarding and POP/IMAP -> Enable IMAP) then put in place a message client in order to connect to Gmail via IMAP. You want to use IMAP instead of POP3 because IMAP will leave the messages about the server (inside your Gmail archive), where POP3 will suck all of them down, removing them through the cloud.
You’ll also need to get into your Label settings. There, you’ll find a list of your labels, as well as on the right-hand side is a “Show in IMAP” setting. You have to make sure this is checked therefore the IMAP client can easily see the e-mail stored in what it will think are folders. Yes, you can receive some message duplication, but it’s a backup, so who cares, right?
Just be sure you look at your client configuration. A few of them have obscure settings to limit the amount of of the server-based mail it would download.
The sole downside of the approach is you need to leave an individual-based application running all the time to seize the email. But in case you have an extra PC somewhere or don’t mind getting an extra app running in your desktop, it’s a flexible, reliable, easy win.
Gmvault: Gmvault is actually a slick set of Python scripts that may are powered by Windows, Mac, and Linux and offers an array of capabilities, including backing up your entire Gmail archive and simply letting you move all that email to another Gmail account. Yep, it is a workable solution for easily moving mail between accounts.
What’s nice about Gmvault is the fact that it’s a command-line script, so that you can easily schedule it and simply allow it to run without excessive overhead. Also you can use it on one machine to backup a variety of accounts. Finally, it stores in multiple formats, including standard ones like .mbx which can be managed in traditional email clients like Thunderbird. Oh, and it’s open source and free.
Upsafe: Another free tool is Upsafe. Upsafe is Windows-only, but it’s stone-cold simple. All you do is install this system, connect it to the Gmail, and download. It is going to do incremental downloads and even permit you to browse your downloaded email and attachments from within the app.
The company also offers a cloud backup solution, which listed as free, but in addition comes with a premium backup solution which increases storage beyond 3GB and allows you to select whether your computer data is stored in the united states or EU.
Mailstore Home: One more free tool is Mailstore Home. Like Upsafe, Mailstore is Windows-only. The Things I like about Mailstore is that it has business and service-provider bigger brothers, so should you prefer a backup solution that surpasses backing up individual Gmail accounts, it might work well to suit your needs. Additionally, it can backup Exchange, Office 365, and other IMAP-based email servers.
MailArchiver X: Next, we come to MailArchiver X, a $34.95 OS X-based solution. Even though this solution isn’t free, it’s got a couple of interesting things selecting it. First, it doesn’t just archive Gmail data, additionally, it archives local email clients also.
Somewhere over a backup disk, I have got a pile of old Eudora email archives, and also this could read them in and back them up. Of course, if I haven’t needed those messages since 2002, it’s not likely I’ll need them in the near future. But, hey, you can.
More to the level, MailArchiver X can store your email in a variety of formats, including PDF and within a FileMaker database. These alternatives are huge for stuff like discovery proceedings.
If you happen to need to be able to do really comprehensive email analysis, and after that deliver email to clients or possibly a court, developing a FileMaker database of your respective messages can be quite a win. It’s been updated being Sierra-compatible. Just get version 4. or greater.
Backupify: Finally just for this category, I’m mentioning Backupify, even though it doesn’t really fit our topic. That’s because most of you have suggested it. In the day, Backupify offered a free of charge service backing up online services starting from Gmail to (apparently) Facebook. It offers since changed its model and has moved decidedly up-market in to the G Suite and Salesforce world and no longer provides a Gmail solution.
Our final group of solution are certainly one-time backup snapshots. As opposed to generating regular, incremental, updated backups, these approaches are perfect if you simply want to get your mail out of Gmail, either to move to another platform or to possess a snapshot over time of the things you needed in your account.
Google Takeout: The easiest of your backup snapshot offerings is the one given by Google: Google Takeout. Through your Google settings, you are able to export almost all of your respective Google data, across all your Google applications. Google Takeout dumps the data either in your Google Drive or enables you to download a pile of ZIP files. It’s easy, comprehensive, and free.
YippieMove: I’ve used YippieMove twice, first when I moved from your third-party Exchange hosting provide to Office 365, then after i moved from Office 365 to save work emails. It’s worked well both times.
The business, disappointingly known as Wireload instead of, say, something from a timeless Bruce Willis Die Hard movie, charges $15 per account being moved. I stumbled upon the charge to become well worth it, given its helpful support team and my want to make a bit of a pain from myself until I knew every email message had made the trip successfully.
Backup via migration to Outlook.com: At roughly the time I had been moving from Office 365 to Gmail, Ed Bott moved from Gmail to Outlook. He used a number of Outlook’s helpful migration tools to help make the jump.
From the Gmail backup perspective, you possibly will not necessarily wish to accomplish a permanent migration. Even so, these tools can give you a great way to get a snapshot backup employing a very different cloud-based infrastructure for archival storage.
There exists an additional approach you may use, which happens to be technically not forwarding and is somewhat more limited compared to other on-the-fly approaches, but it works if you wish to just grab a 22dexnpky section of your recent email, for example if you’re occurring vacation or perhaps a trip. I’m putting it within this section since it didn’t really fit anywhere better.
That’s Gmail Offline, according to a Chrome browser plugin. As the name implies, Gmail Offline lets you deal with your recent (with regards to a month) email without needing an active internet connection. It’s certainly not a whole backup, but might prove helpful for those occasional when you simply wish quick, offline usage of recent messages — both incoming and outgoing.