A few years ago, I moved from Office 365 and Outlook and onto Gmail. Most of you thought I’d regret the move, having said that i have to explain how Gmail has been a nearly frictionless experience. I don’t think I’d ever return to by using a standalone email application. The truth is, I’m moving as many applications as I can on the cloud, just due to seamless benefits which offers.
Several of you also asked usually the one question that did have us a bit bothered: The way to do backups of the Gmail account? While Google has a strong history of managing data, the fact remains that accounts could be hacked, and also the possibility does exist that somebody could possibly get locked out from a Gmail account.
Many of us have several years of mission-critical business and private history inside our Gmail archives, and it’s smart to use a prepare for making regular backups. In the following paragraphs (as well as its accompanying gallery), I will discuss numerous excellent approaches for backing your Gmail data.
By the way, I’m distinguishing Gmail from G Suite, as there are an array of G Suite solutions. Even though Gmail is the consumer offering, so many of us use Gmail as our hub for many things, that it seems sensible to go about Gmail on its own merits.
Overall, there are three main approaches: On-the-fly forwarding, download-and-archive, and periodic or one-time backup snapshots. I’ll discuss each approach consequently.
Perhaps the easiest method of backup, if less secure or complete than the others, will be the on-the-fly forwarding approach. The theory this is which every message which comes into backup gmail is going to be forwarded or processed in some manner, ensuring its availability as being an archive.
Before discussing the facts about how this works, let’s cover a few of the disadvantages. First, unless you start accomplishing this the instant you begin your Gmail usage, you simply will not possess a complete backup. You’ll have only a backup of flow moving forward.
Second, while incoming mail may be preserved in another storage mechanism, none of the outgoing email messages will be archived. Gmail doesn’t offer an “on send” filter.
Finally, there are lots of security issues involve with sending email messages to other sources, often in open and unencrypted text format.
Gmail forwarding filter: The very easiest of those mechanisms is to set up a filter in Gmail. Set it to forward all that you email to another email account on various other service. There you go. Done.
G Suite forwarding: One easy way I grab all incoming mail to my corporate domain is utilizing a G Suite account. My company-related email comes into the G Suite account, a filter is applied, and that email is sent on its approach to my main Gmail account.
This provides you with two benefits. First, I have a copy within a second Google account and, for $8.33/mo, I get pretty decent support from Google. The disadvantage of this, speaking personally, is just one of my many contact information is archived by using this method, and 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 an SMTP server running at my hosting company, and that i experienced a server-side rule that sent every email message both to Exchange as well as to Gmail.
It is possible to reverse this. You could also send mail for any private domain with an SMTP server, but use another service (whether Office 365 or anything free, like Outlook) as being a backup destination.
To Evernote: Each Evernote account has a special e-mail address that you can use to mail things directly into your Evernote archive. This really is a variation on the Gmail forwarding filter, because you’d still use Gmail to forward everything, but this time around to the Evernote-provided email address. Boom! Incoming mail stored 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 your mail can be purchased in. You can find a lot of great rules that link Gmail to storage services like Dropbox, and you can use IFTTT.com to backup your messages or perhaps incoming attachments to services like Dropbox.
In every one of these cases, you’re essentially moving one cloud email store to another email store, so when you want something you can physically control, let’s go onto the next strategy.
The download and archive group covers methods which get your message store (and all your messages) from the cloud down to a nearby machine. This means that even if you lost your online connection, lost your Gmail account, or your online accounts got hacked, you’d possess a safe archive on your own local machine (and, perhaps, even backed up to local, offline media).
Local email client software: Maybe the most tried-and-true means for this really is using a local email client program. You may run anything from Thunderbird to Outlook to Apple Mail to a wide array of traditional, old-school PC-based email clients.
All you need to do is established Gmail to permit for IMAP (Settings -> Forwarding and POP/IMAP -> Enable IMAP) then create a message client for connecting to Gmail via IMAP. You would like to use IMAP as an alternative to POP3 because IMAP will leave the messages on the server (in your Gmail archive), where POP3 will suck all of them down, removing them in the cloud.
You’ll also need to enter into your Label settings. There, you’ll find a list of your labels, and on the proper-hand side is a “Show in IMAP” setting. You have to be sure this really is checked so the IMAP client can easily see the email held in just 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 your own server-based mail it will download.
Really the only downside of this approach is you have to leave a person-based application running all the time to get the e-mail. But if you have an extra PC somewhere or don’t mind owning an extra app running on your desktop, it’s an adaptable, reliable, easy win.
Gmvault: Gmvault is really a slick group of Python scripts which will operate on Windows, Mac, and Linux and supplies a variety of capabilities, including backing increase your entire Gmail archive and simply enabling you to move all of that email to a different Gmail account. Yep, this can be a workable solution for easily moving mail between accounts.
What’s nice about Gmvault is the fact it’s a command-line script, to help you easily schedule it and simply allow it to run without too much overhead. Also you can use it on one machine to backup numerous accounts. Finally, it stores in multiple formats, including standard ones like .mbx that 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 could do is install this software, connect it in your Gmail, and download. It is going to do incremental downloads as well as allow you to browse your downloaded email and attachments from within the app.
The organization also provides a cloud backup solution, which listed as free, but in addition has a premium backup solution which increases storage beyond 3GB and permits you to select whether your information is stored in america or EU.
Mailstore Home: Another free tool is Mailstore Home. Like Upsafe, Mailstore is Windows-only. The Things I like about Mailstore is that it has business and repair-provider bigger brothers, so should you prefer a backup solution that goes past backing up individual Gmail accounts, this might work nicely for you personally. Additionally, it can backup Exchange, Office 365, along with other IMAP-based email servers.
MailArchiver X: Next, we arrived at MailArchiver X, a $34.95 OS X-based solution. Even though this solution isn’t free, it’s got a couple of interesting things going for it. First, it doesn’t just archive Gmail data, additionally, it archives local email clients too.
Somewhere with a backup disk, I actually have a pile of old Eudora email archives, and that could read them in and back them up. Needless to say, generally if i haven’t needed those messages since 2002, it’s not likely I’ll need them soon. But, hey, it is possible to.
More to the level, MailArchiver X can store your email in many different formats, including PDF and within a FileMaker database. Both of these choices are huge for stuff like discovery proceedings.
If you happen to need so as to do really comprehensive email analysis, and after that deliver email to clients or perhaps a court, developing a FileMaker database of your messages can be quite a win. It’s been updated to become Sierra-compatible. Just try and get version 4. or greater.
Backupify: Finally for this category, I’m mentioning Backupify, although it doesn’t really fit our topic. That’s because several of you might have suggested it. Back into the day, Backupify offered a no cost service backing up online services starting from Gmail to (apparently) Facebook. It has since changed its model and possesses moved decidedly up-market in to the G Suite and Salesforce world with out longer delivers a Gmail solution.
Our final class of solution are one-time backup snapshots. As opposed to generating regular, incremental, updated backups, these approaches are perfect when you just want to get your mail out of Gmail, either to go to another platform or to experience a snapshot over time of the items you needed within your account.
Google Takeout: The easiest of your backup snapshot offerings will be the one given by Google: Google Takeout. Through your Google settings, you can export almost all of the Google data, across your entire Google applications. Google Takeout dumps your data either into the Google Drive or permits you to download a pile of ZIP files. It’s easy, comprehensive, and free.
YippieMove: I’ve used YippieMove twice, first after i moved from a third-party Exchange hosting provide to Office 365, after which once i moved from Office 365 to save work emails. It’s worked well both times.
The organization, disappointingly known as Wireload rather than, say, something from a traditional Bruce Willis Die Hard movie, charges $15 per account being moved. I found the fee to be worth it, given its helpful support team and my have to make somewhat of a pain out of myself until I knew every email message had made the trip successfully.
Backup via migration to Outlook.com: At roughly some time I had been moving from Office 365 to Gmail, Ed Bott moved from Gmail to Outlook. He used a few of Outlook’s helpful migration tools to make the jump.
From a Gmail backup perspective, you might not necessarily want to do a permanent migration. Even so, these power tools can provide you with a great way to get yourself a snapshot backup utilizing a completely different cloud-based infrastructure for archival storage.
There exists an additional approach you should use, which happens to be technically not forwarding and is somewhat more limited than the other on-the-fly approaches, but it really works if you wish to just grab a 22dexnpky portion of your recent email, by way of example if you’re occurring vacation or a trip. I’m putting it in this particular section since it didn’t really fit anywhere better.
That’s Gmail Offline, based on a Chrome browser plugin. As the name implies, Gmail Offline lets you work with your recent (in regards to a month) email without having a dynamic internet access. It’s definitely not an entire backup, but might prove ideal for those occasional once you just want quick, offline access to recent messages — both incoming and outgoing.