Not long ago, I moved off from Office 365 and Outlook and onto Gmail. Many of you thought I’d regret the move, having said that i must explain how Gmail is a nearly frictionless experience. I don’t think I’d ever resume utilizing a standalone email application. The truth is, I’m moving as many applications as I can to the cloud, just due to seamless benefits that offers.
A lot of you also asked the one question that did have us a bit bothered: How to do backups of a Gmail account? While Google features a strong track record of managing data, the very fact remains that accounts could be hacked, and also the possibility does exist that someone might get locked away from a Gmail account.
Many of us have numerous years of mission-critical business and personal history in our Gmail archives, and it’s a great idea to have got a prepare for making regular backups. In the following paragraphs (as well as its accompanying gallery), I am going to discuss a number of excellent approaches for backing increase your Gmail data.
Furthermore, I’m distinguishing Gmail from G Suite, because there are a variety of G Suite solutions. Although Gmail is the consumer offering, a lot of us use Gmail as our hub for those things, that it makes sense to go over Gmail alone merits.
Overall, you can find three main approaches: On-the-fly forwarding, download-and-archive, and periodic a treadmill-time backup snapshots. I’ll discuss each approach therefore.
Possibly the easiest method of backup, if less secure or complete as opposed to others, will be the on-the-fly forwarding approach. The concept here is which every message that comes into backup gmail will be forwarded or processed for some reason, ensuring its availability as an archive.
Before discussing the specifics regarding how this works, let’s cover several of the disadvantages. First, unless you start doing this the instant you begin your Gmail usage, you simply will not have got a complete backup. You’ll only have a backup of flow moving forward.
Second, while incoming mail may be preserved in another storage mechanism, none of the outgoing email messages will likely be archived. Gmail doesn’t come with an “on send” filter.
Finally, there are numerous security issues involve with sending email messages to other sources, often in open and unencrypted text format.
Gmail forwarding filter: The really easiest of those mechanisms is to set up a filter in Gmail. Set it up to forward all you could email to a different email account on various other service. There you choose to go. Done.
G Suite forwarding: One particular way I grab all incoming mail to my corporate domain is utilizing a G Suite account. My company-related email enters into the G Suite account, a filter is used, and that email is sent on its method to my main Gmail account.
This provides two benefits. First, I have a copy in a second Google account and, for $8.33/mo, I have pretty decent support from Google. The disadvantage of this, speaking personally, is just one of my many emails is archived using this method, with out 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 possessed a server-side rule that sent every email message both to Exchange as well as to Gmail.
You can reverse this. You could also send mail for a private domain to an SMTP server, but use another service (whether Office 365 or something that is free, like Outlook) as a backup destination.
Toward Evernote: Each Evernote account comes with a special current email address that you can use to mail things straight into your Evernote archive. This is a variation on the Gmail forwarding filter, because you’d still use Gmail to forward everything, but now to the Evernote-provided current email address. Boom! Incoming mail saved 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 gives a backup for your mail will come in. There are a bunch of great rules that link Gmail to storage services like Dropbox, and you may use IFTTT.com to backup all of your messages or maybe incoming attachments to services like Dropbox.
In all these cases, you’re essentially moving one cloud email store to a different email store, so if you want something that you can physically control, let’s go to the next strategy.
The download and archive group covers methods that get your message store (and all of your messages) through the cloud to a neighborhood machine. This means that even if you lost your internet connection, lost your Gmail account, or perhaps your online accounts got hacked, you’d use a safe archive on your local machine (and, perhaps, even backed up to local, offline media).
Local email client software: Probably the most tried-and-true means for this can be employing a local email client program. You are able to run everything from Thunderbird to Outlook to Apple Mail to a wide range of traditional, old-school PC-based email clients.
All you have to do is established Gmail to allow for IMAP (Settings -> Forwarding and POP/IMAP -> Enable IMAP) and after that put in place an e-mail client for connecting to Gmail via IMAP. You would like to use IMAP instead of POP3 because IMAP will leave the messages around the server (inside your Gmail archive), where POP3 will suck all of them down, removing them from your cloud.
You’ll also need to go into your Label settings. There, you’ll find a listing of your labels, as well as on the right-hand side is really a “Show in IMAP” setting. You have to ensure this is checked and so the IMAP client will see the email kept in exactly 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 check your client configuration. Some of them have obscure settings to limit simply how much of the server-based mail it is going to download.
The sole downside with this approach is you need to leave an end user-based application running all the time to seize the email. But in case you have an extra PC somewhere or don’t mind owning an extra app running in your desktop, it’s a flexible, reliable, easy win.
Gmvault: Gmvault can be a slick group of Python scripts that will operate on Windows, Mac, and Linux and offers a variety of capabilities, including backing your entire Gmail archive and simply allowing you to move everything email to a different one Gmail account. Yep, this really is a workable solution for easily moving mail between accounts.
What’s nice about Gmvault is that it’s a command-line script, so you can easily schedule it and only allow it run without excessive overhead. You may also apply it to one machine to backup several 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. The only thing you do is install this program, connect it for your Gmail, and download. It would do incremental downloads and also allow you to browse your downloaded email and attachments from inside the app.
The organization now offers a cloud backup solution, which listed as free, but also has a premium backup solution which increases storage beyond 3GB and permits you to select whether your computer data is stored in the US or EU.
Mailstore Home: One more free tool is Mailstore Home. Like Upsafe, Mailstore is Windows-only. Things I like about Mailstore is that it has business and repair-provider bigger brothers, so if you need a backup solution that goes beyond backing up individual Gmail accounts, this could work efficiently for you. Additionally, it can backup Exchange, Office 365, along with other IMAP-based email servers.
MailArchiver X: Next, we visit MailArchiver X, a $34.95 OS X-based solution. Even if this solution isn’t free, it’s got a couple of interesting things going for it. First, it doesn’t just archive Gmail data, in addition, it archives local email clients as well.
Somewhere on the backup disk, I have got a pile of old Eudora email archives, which could read them in and back them up. Of course, should i haven’t needed those messages since 2002, it’s unlikely I’ll need them in the near future. But, hey, you may.
More to the level, MailArchiver X can store your email in many different formats, including PDF and in the FileMaker database. Both of these choices are huge for things like discovery proceedings.
If you need to be able to do really comprehensive email analysis, and then deliver email to clients or even a court, possessing a FileMaker database of your messages could be a win. It’s been updated to get Sierra-compatible. Just try and get version 4. or greater.
Backupify: Finally for this particular category, I’m mentioning Backupify, although it doesn’t really fit our topic. That’s because many of you might have suggested it. Back into the day, Backupify offered a free service backing up online services ranging from Gmail to (apparently) Facebook. They have since changed its model and it has moved decidedly up-market in the G Suite and Salesforce world with no longer delivers a Gmail solution.
Our final class of solution are one-time backup snapshots. Rather than generating regular, incremental, updated backups, these approaches are great should you would like to get your mail out of Gmail, either to move to a different platform or to have a snapshot in time of the items you experienced with your account.
Google Takeout: The most basic of your backup snapshot offerings will be the one provided by Google: Google Takeout. Out of your Google settings, you may export just about all of your Google data, across your Google applications. Google Takeout dumps the data either into 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 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 generally known as Wireload instead of, say, something out of a timeless Bruce Willis Die Hard movie, charges $15 per account being moved. I discovered the fee to get definitely worth it, given its helpful support team and my have to make somewhat of a pain away from 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 number of Outlook’s helpful migration tools to create the jump.
From the Gmail backup perspective, you may not necessarily might like to do a lasting migration. Even so, these power tools can provide the best way to have a snapshot backup using a totally different cloud-based infrastructure for archival storage.
There is certainly one more approach you can use, which happens to be technically not forwarding which is somewhat more limited than the other on-the-fly approaches, however it works if you would like just grab a 22dexnpky part of your recent email, as an example if you’re going on vacation or a trip. I’m putting it in this section as it didn’t really fit anywhere better.
That’s Gmail Offline, based upon a Chrome browser plugin. As the name implies, Gmail Offline lets you work with your recent (about a month) email with out a lively web connection. It’s not necessarily an entire backup, but might prove helpful for those occasional when you just want quick, offline access to recent messages — both incoming and outgoing.