Not long ago, I moved away from Office 365 and Outlook and onto Gmail. Many of you thought I’d regret the move, however i need to explain how Gmail is a nearly frictionless experience. I don’t think I’d ever return to by using a standalone email application. In reality, I’m moving several applications while i can on the cloud, just because of the seamless benefits that offers.
Most of in addition, you asked the main one question that did have us a bit bothered: How you can do backups of the Gmail account? While Google includes a strong track record of managing data, the actual fact remains that accounts might be hacked, and also the possibility does exist that somebody could easily get locked out of a Gmail account.
Many of us have several years of mission-critical business and personal history inside our Gmail archives, and it’s a great idea to possess a policy for making regular backups. On this page (and its particular accompanying gallery), I will discuss numerous excellent approaches for backing your Gmail data.
By the way, I’m distinguishing Gmail from G Suite, since there are an array of G Suite solutions. Even though Gmail is definitely the consumer offering, a lot of us use Gmail as our hub for all those 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 or one-time backup snapshots. I’ll discuss each approach consequently.
Possibly the easiest approach to backup, if less secure or complete as opposed to others, is definitely the on-the-fly forwarding approach. The concept this is that each and every message that comes into backup email is going to be forwarded or processed in some way, ensuring its availability as an archive.
Before discussing the details about how this works, let’s cover several of the disadvantages. First, unless you start carrying this out when you begin your Gmail usage, you simply will not use a complete backup. You’ll only have a backup of flow moving forward.
Second, while incoming mail might be preserved in another storage mechanism, none of the outgoing email messages will likely be archived. Gmail doesn’t provide an “on send” filter.
Finally, there are many security issues involve with sending email messages to other sources, often in open and unencrypted text format.
Gmail forwarding filter: The particular easiest of these mechanisms is to setup a filter in Gmail. Set it up to forward the only thing you email to a different one email account on another service. There you go. Done.
G Suite forwarding: One easy way I grab all incoming mail to my corporate domain is applying a G Suite account. My company-related email enters into the G Suite account, a filter is applied, and this email is sent on its strategy to my main Gmail account.
This supplies two benefits. First, I have a copy in a second Google account and, for $8.33/mo, I recieve pretty decent support from Google. The downside of this, speaking personally, is only one of my many contact information is archived 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 i also possessed a server-side rule that sent every email message both to change and also to Gmail.
You can reverse this. You might also send mail for any private domain for an SMTP server, but use another service (whether Office 365 or something free, like Outlook) as a backup destination.
Forward to Evernote: Each Evernote account comes with a special email address which you can use to mail things right into your Evernote archive. This really is a variation about the Gmail forwarding filter, in that you’d still use Gmail to forward everything, but now towards the Evernote-provided e-mail address. Boom! Incoming mail saved in Evernote.
IFTTT to Dropbox (or Google Drive or OneNote, etc): Even if this approach isn’t strictly forwarding, it’s another on-the-fly approach that offers a backup as the mail can be purchased in. There are a number of great rules that link Gmail to storage services like Dropbox, and you will use IFTTT.com to backup all of your 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, so if you want something you can physically control, let’s go onto the next strategy.
The download and archive group covers methods that will get your message store (and all your messages) in the cloud as a result of a neighborhood machine. This means that even when you lost your online connection, lost your Gmail account, or maybe your online accounts got hacked, you’d possess a safe archive on your own local machine (and, perhaps, even supported to local, offline media).
Local email client software: Possibly the most tried-and-true means for this is certainly employing a local email client program. It is possible to run everything from Thunderbird to Outlook to Apple Mail to an array of traditional, old-school PC-based email clients.
All you should do is to establish Gmail to enable for IMAP (Settings -> Forwarding and POP/IMAP -> Enable IMAP) and after that create an email client in order to connect to Gmail via IMAP. You wish to use IMAP rather than POP3 because IMAP will leave the messages about the server (inside your Gmail archive), where POP3 will suck them down, removing them from the cloud.
You’ll must also go deep into your Label settings. There, you’ll find a long list of your labels, and on the right-hand side is really a “Show in IMAP” setting. You have to be sure this is certainly checked hence the IMAP client can easily see the email saved in what it will think are folders. Yes, you may get some message duplication, but it’s a backup, so who cares, right?
Just be certain you look at your client configuration. Some of them have obscure settings to limit the amount of of your own server-based mail it will download.
The sole downside of the approach is you must leave a person-based application running all the time to get the email. But for those who have a spare PC somewhere or don’t mind having an extra app running on your own desktop, it’s a flexible, reliable, easy win.
Gmvault: Gmvault is a slick pair of Python scripts that may are powered by Windows, Mac, and Linux and supplies a variety of capabilities, including backing up your entire Gmail archive and easily enabling you to move all of 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, to help you easily schedule it and only allow it run without excessive overhead. You may also use it on one machine to backup several accounts. Finally, it stores in multiple formats, including standard ones like .mbx that may 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 system, hook it up in your Gmail, and download. It would do incremental downloads as well as permit 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 additionally includes a premium backup solution which increases storage beyond 3GB and allows you to select whether your data is stored in the US or EU.
Mailstore Home: An additional 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 goes beyond backing up individual Gmail accounts, it might work effectively for yourself. Furthermore, it can backup Exchange, Office 365, and various 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 few interesting things choosing it. First, it doesn’t just archive Gmail data, furthermore, it archives local email clients as well.
Somewhere on a backup disk, I have got a pile of old Eudora email archives, and that could read them in and back them up. Of course, if I haven’t needed those messages since 2002, it’s unlikely I’ll need them anytime soon. But, hey, you may.
More to the stage, MailArchiver X can store your email in many different formats, including PDF and within a FileMaker database. These two choices huge for things such as discovery proceedings.
If you need in order to do really comprehensive email analysis, then deliver email to clients or a court, having a FileMaker database of your respective messages could be a win. It’s been updated to become Sierra-compatible. Just provide you with version 4. or greater.
Backupify: Finally just for this category, I’m mentioning Backupify, though it doesn’t really fit our topic. That’s because many of you have suggested it. Back into the day, Backupify offered a free of charge service backing up online services ranging from Gmail to (apparently) Facebook. It has since changed its model and contains moved decidedly up-market in the G Suite and Salesforce world with out longer supplies a Gmail solution.
Our final category of solution are certainly one-time backup snapshots. Rather than generating regular, incremental, updated backups, these approaches are good in the event you simply want to get the mail away from Gmail, either to maneuver to a different one platform or to possess a snapshot soon enough of the things you have with your account.
Google Takeout: The most basic of your backup snapshot offerings is definitely the one supplied by Google: Google Takeout. Through your Google settings, you can export just about all of your Google data, across all your Google applications. Google Takeout dumps your data either into your Google Drive or lets you 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, and then after i moved from Office 365 to save work emails. It’s worked well both times.
The company, disappointingly called Wireload as opposed to, say, something from a classic Bruce Willis Die Hard movie, charges $15 per account being moved. I discovered the charge to get 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 was moving from Office 365 to Gmail, Ed Bott moved from Gmail to Outlook. He used a few of Outlook’s helpful migration tools to produce the jump.
From your Gmail backup perspective, you possibly will not necessarily want to do a lasting migration. Having said that, these tools can give you the best way to obtain a snapshot backup utilizing a completely different cloud-based infrastructure for archival storage.
There may be yet another approach you can use, that is technically not forwarding and it is somewhat more limited compared to other on-the-fly approaches, but it works if you would like just grab a 22dexnpky percentage of your recent email, for instance if you’re taking place vacation or perhaps a trip. I’m putting it in this section since it didn’t really fit anywhere better.
That’s Gmail Offline, based upon a Chrome browser plugin. As its name implies, Gmail Offline lets you deal with your recent (regarding a month) email without the need of a dynamic internet access. It’s most certainly not an entire backup, but might prove ideal for those occasional whenever you simply wish quick, offline usage of recent messages — both incoming and outgoing.