A few years ago, I moved away from Office 365 and Outlook and onto Gmail. Many of you thought I’d regret the move, nevertheless i need to inform you that Gmail has become a nearly frictionless experience. I don’t think I’d ever go back to by using a standalone email application. The truth is, I’m moving as much applications because i can to the cloud, just due to the seamless benefits that provides.
A lot of you also asked normally the one question that did have us a bit bothered: The way to do backups of a Gmail account? While Google carries a strong reputation of managing data, the very fact remains that accounts could possibly be hacked, along with the possibility does exist that someone might get locked out of a Gmail account.
Many of us have years of mission-critical business and personal history inside our Gmail archives, and it’s a smart idea to have a policy for making regular backups. On this page (along with its accompanying gallery), I will discuss a variety of excellent approaches for backing your Gmail data.
Anyway, I’m distinguishing Gmail from G Suite, as there are an array of G Suite solutions. Though Gmail will be the consumer offering, a lot of us use Gmail as our hub for all things, that it seems sensible to go about Gmail naturally 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 subsequently.
Probably the easiest approach to backup, if less secure or complete as opposed to others, will be the on-the-fly forwarding approach. The theory this is that each and every message that comes into backup gmail is then forwarded or processed in some manner, ensuring its availability being an archive.
Before discussing the details about how this works, let’s cover a few of the disadvantages. First, except if you start accomplishing this as soon as you begin your Gmail usage, you simply will not have got a complete backup. You’ll just have a backup of flow going forward.
Second, while incoming mail might 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 several security issues involve with sending email messages to other sources, often in open and unencrypted text format.
Gmail forwarding filter: The particular easiest of those mechanisms is to create a filter in Gmail. Set it to forward all you could email to another one email account on some other service. There you decide to go. Done.
G Suite forwarding: One simple way I grab all incoming mail to my corporate domain is using a G Suite account. My company-related email comes into the G Suite account, a filter is used, and that email is sent on its method to my main Gmail account.
This provides you with two benefits. First, I keep a copy within a second Google account and, for $8.33/mo, I get pretty good support from Google. The problem with this, speaking personally, is simply one of my many email addresses is archived applying 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 with an SMTP server running at my hosting company, and i also enjoyed a server-side rule that sent every email message both to change and to Gmail.
It is possible to reverse this. You could also send mail to get a private domain with an SMTP server, but use another service (whether Office 365 or anything free, like Outlook) as being a backup destination.
Forward to Evernote: Each Evernote account has a special e-mail address that can be used to mail things right into your Evernote archive. This is a variation on the Gmail forwarding filter, for the reason that you’d still use Gmail to forward everything, but this time around to the Evernote-provided current email address. Boom! Incoming mail held in Evernote.
IFTTT to Dropbox (or Google Drive or OneNote, etc): Although this approach isn’t strictly forwarding, it’s another on-the-fly approach that gives a backup for your mail can be purchased in. You can find a number of great rules that link Gmail to storage services like Dropbox, and you will use IFTTT.com to backup your entire messages or maybe incoming attachments to services like Dropbox.
In each of these cases, you’re essentially moving one cloud email store to a different email store, if you want something that you can physically control, let’s go on the next strategy.
The download and archive group covers methods that will get your message store (and all your messages) through the cloud down to the local machine. Because of this although you may lost your web connection, lost your Gmail account, or perhaps your online accounts got hacked, you’d use a safe archive on the local machine (and, perhaps, even supported to local, offline media).
Local email client software: Possibly the most tried-and-true approach for this is certainly by using a local email client program. You may run anything from Thunderbird to Outlook to Apple Mail to an array of traditional, old-school PC-based email clients.
All that you should do is placed Gmail allowing for IMAP (Settings -> Forwarding and POP/IMAP -> Enable IMAP) and then put in place an e-mail client to connect to Gmail via IMAP. You want to use IMAP as an alternative to POP3 because IMAP will leave the messages in the server (inside your Gmail archive), where POP3 will suck them down, removing them in the cloud.
You’ll also have to get into your Label settings. There, you’ll find a list of your labels, and also on the right-hand side can be a “Show in IMAP” setting. You must ensure this can be checked hence the IMAP client can 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 certain you look at your client configuration. Many of them have obscure settings to limit just how much of your respective server-based mail it would download.
The sole downside on this approach is you must leave an individual-based application running constantly to grab the email. But for those who have an extra PC somewhere or don’t mind owning an extra app running on your own desktop, it’s a flexible, reliable, easy win.
Gmvault: Gmvault is actually a slick group of Python scripts which will run on Windows, Mac, and Linux and gives an array of capabilities, including backing up your entire Gmail archive and easily allowing you to move all that email to another Gmail account. Yep, this is a workable solution for easily moving mail between accounts.
What’s nice about Gmvault is that it’s a command-line script, to help you easily schedule it and merely allow it run without an excessive amount of overhead. You may also apply it to one machine to backup numerous 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. The only thing you do is install the program, hook it up to the Gmail, and download. It can do incremental downloads and even permit you to browse your downloaded email and attachments from within the app.
The organization also offers a cloud backup solution, which listed as free, and also has a premium backup solution which increases storage beyond 3GB and lets you select whether your data is stored in the usa or EU.
Mailstore Home: An additional free tool is Mailstore Home. Like Upsafe, Mailstore is Windows-only. What I like about Mailstore is that it has business and service-provider bigger brothers, so if you want a backup solution that goes beyond backing up individual Gmail accounts, this might work well for yourself. Furthermore, it can backup Exchange, Office 365, and various IMAP-based email servers.
MailArchiver X: Next, we visit MailArchiver X, a $34.95 OS X-based solution. Even though this solution isn’t free, it’s got a number of interesting things opting for it. First, it doesn’t just archive Gmail data, in addition, it archives local email clients too.
Somewhere on the backup disk, We have a pile of old Eudora email archives, and this could read them in and back them up. Naturally, should i haven’t needed those messages since 2002, it’s unlikely I’ll need them anytime soon. But, hey, you may.
More to the point, MailArchiver X can store your email in a range of formats, including PDF and in the FileMaker database. These options are huge for stuff like discovery proceedings.
If you need to be able to do really comprehensive email analysis, after which deliver email to clients or possibly a court, using a FileMaker database of your messages could be a win. It’s been updated to get Sierra-compatible. Just make sure you get version 4. or greater.
Backupify: Finally for this category, I’m mentioning Backupify, though it doesn’t really fit our topic. That’s because most of you might have suggested it. Back into the day, Backupify offered a no cost service backing up online services including Gmail to (apparently) Facebook. It has since changed its model and it has moved decidedly up-market into the G Suite and Salesforce world with no longer provides a Gmail solution.
Our final group of solution are certainly one-time backup snapshots. Instead of generating regular, incremental, updated backups, these approaches are excellent in the event you only want to get the mail from Gmail, either to maneuver to a different platform or to have a snapshot soon enough of the items you had in your account.
Google Takeout: The easiest of the backup snapshot offerings may be the one supplied by Google: Google Takeout. From the Google settings, it is possible to export just about all of your own Google data, across all of 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 after i moved coming from a third-party Exchange hosting provide to Office 365, after which as i moved from Office 365 to save work emails. It’s worked well both times.
The company, disappointingly referred to as Wireload instead of, say, something away from a traditional Bruce Willis Die Hard movie, charges $15 per account being moved. I stumbled upon the fee to be well worth it, given its helpful support team and my want to make a bit of a pain out from myself until I knew every email message had made the trip successfully.
Backup via migration to Outlook.com: At roughly some time I was moving from Office 365 to Gmail, Ed Bott moved from Gmail to Outlook. He used some of Outlook’s helpful migration tools to create the jump.
From the Gmail backup perspective, you will possibly not necessarily wish to accomplish a lasting migration. Nevertheless, these power tools can provide you with the best way to get a snapshot backup by using a totally different cloud-based infrastructure for archival storage.
There is certainly yet another approach you may use, which can be technically not forwarding and is also somewhat more limited compared to other on-the-fly approaches, but it really works if you want to just grab a 22dexnpky part of your recent email, by way of example if you’re going on vacation or even a trip. I’m putting it in this section mainly because 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 (with regards to a month) email without having a lively web connection. It’s certainly not a total backup, but might prove useful for those occasional once you simply want quick, offline use of recent messages — both incoming and outgoing.