Not long ago, I moved off of Office 365 and Outlook and onto Gmail. Several of you thought I’d regret the move, but I have to let you know that Gmail is a huge nearly frictionless experience. I don’t think I’d ever resume using a standalone email application. Actually, I’m moving as numerous applications when i can to the cloud, just due to seamless benefits which offers.
Several of you additionally asked normally the one question that did have me a bit bothered: How you can do backups of a Gmail account? While Google carries a strong reputation of managing data, the actual fact remains that accounts may be hacked, and the possibility does exist that somebody might get locked from a Gmail account.
Most of us have numerous years of mission-critical business and personal history within our Gmail archives, and it’s a smart idea to use a prepare for making regular backups. On this page (along with its accompanying gallery), I will discuss a number of excellent approaches for backing the Gmail data.
By the way, I’m distinguishing Gmail from G Suite, as there are a wide array of G Suite solutions. Though Gmail is the consumer offering, a lot of us use Gmail as our hub for those things, that it makes sense to discuss Gmail naturally merits.
Overall, you will find three main approaches: On-the-fly forwarding, download-and-archive, and periodic or one-time backup snapshots. I’ll discuss each approach therefore.
Maybe the easiest approach to backup, if less secure or complete as opposed to others, may be the on-the-fly forwarding approach. The idea the following is that each message which comes into backup email is going to be forwarded or processed for some reason, ensuring its availability as an archive.
Before discussing the facts about how exactly this works, let’s cover several of the disadvantages. First, if you do not start carrying this out 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 moving forward.
Second, while incoming mail may be preserved in another storage mechanism, none of your own outgoing email messages will likely be archived. Gmail doesn’t have 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 these mechanisms is to put together a filter in Gmail. Set it to forward all you email to a different email account on another service. There you go. Done.
G Suite forwarding: One simple 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 applied, and that email is sent on its way to my main Gmail account.
This gives two benefits. First, I have a copy inside a second Google account and, for $8.33/mo, I get excellent support from Google. The disadvantage of this, speaking personally, is only one of my many contact information is archived employing this method, with out mail I send is stored.
SMTP server forwarding rules: For the 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 that i possessed a server-side rule that sent every email message both to switch and also to Gmail.
You are able to reverse this. You could also send mail to get a private domain to an SMTP server, but use another service (whether Office 365 or something free, like Outlook) as being a backup destination.
Toward Evernote: Each Evernote account has a special e-mail address which can be used to mail things directly into your Evernote archive. This is a variation on the Gmail forwarding filter, in this you’d still use Gmail to forward everything, but this time towards the Evernote-provided email address. Boom! Incoming mail saved in Evernote.
IFTTT to Dropbox (or Google Drive or OneNote, etc): Even though this approach isn’t strictly forwarding, it’s another on-the-fly approach which offers a backup for your mail can be purchased in. There are a handful of great rules that link Gmail to storage services like Dropbox, and you could use IFTTT.com to backup all your messages or simply incoming attachments to services like Dropbox.
In each of these cases, you’re essentially moving one cloud email store to another email store, if you want something 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 your messages) through the cloud right down to a nearby machine. This means that even though you lost your online connection, lost your Gmail account, or even your online accounts got hacked, you’d use a safe archive on the local machine (and, perhaps, even backed up to local, offline media).
Local email client software: Perhaps the most tried-and-true means for this really is using a local email client program. You are able to run anything from Thunderbird to Outlook to Apple Mail to a wide array of traditional, old-school PC-based email clients.
All you have to do is placed Gmail allowing for IMAP (Settings -> Forwarding and POP/IMAP -> Enable IMAP) and then create an email client to get in touch to Gmail via IMAP. You wish to use IMAP instead of POP3 because IMAP will leave the messages about the server (within your Gmail archive), where POP3 will suck every one of them down, removing them from the cloud.
You’ll should also go into your Label settings. There, you’ll find a summary of your labels, and on the right-hand side can be a “Show in IMAP” setting. You have to make sure this really is checked so the IMAP client can see the e-mail stored in exactly what it will believe are folders. Yes, you can find some message duplication, but it’s a backup, so who cares, right?
Just be certain you examine your client configuration. A few of them have obscure settings to limit the amount of your server-based mail it can download.
The sole downside with this approach is you need to leave an end user-based application running on a regular basis to grab the e-mail. But when you have an extra PC somewhere or don’t mind through an extra app running on your own desktop, it’s an adaptable, reliable, easy win.
Gmvault: Gmvault is a slick set of Python scripts which will run on Windows, Mac, and Linux and supplies an array of capabilities, including backing your entire Gmail archive and easily letting you move all that email to a different one Gmail account. Yep, this is a workable solution for easily moving mail between accounts.
What’s nice about Gmvault is it’s a command-line script, to help you easily schedule it and only permit it to run without too much overhead. You can also apply it to one machine to backup a variety of 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 software, connect it to your Gmail, and download. It is going to do incremental downloads and in many cases permit you to browse your downloaded email and attachments from inside the app.
The business even offers a cloud backup solution, which listed as free, but additionally includes a premium backup solution which increases storage beyond 3GB and permits you to select whether your computer data is stored in the usa or EU.
Mailstore Home: Another free tool is Mailstore Home. Like Upsafe, Mailstore is Windows-only. What I like about Mailstore is that it has business and repair-provider bigger brothers, so if you want a backup solution that goes past backing up individual Gmail accounts, it might work well for you personally. Furthermore, it can backup Exchange, Office 365, as well as 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 opting for it. First, it doesn’t just archive Gmail data, in addition, it archives local email clients too.
Somewhere on the backup disk, I have got a pile of old Eudora email archives, and also this could read them in and back them up. Naturally, generally if i haven’t needed those messages since 2002, it’s not likely I’ll need them anytime soon. But, hey, you can.
More to the stage, MailArchiver X can store your email in many different formats, including PDF and in a FileMaker database. Those two options are huge for things such as discovery proceedings.
If you ever need in order to do really comprehensive email analysis, then deliver email to clients or possibly a court, using a FileMaker database of the messages may well be a win. It’s been updated to get Sierra-compatible. Just provide you with version 4. or greater.
Backupify: Finally for this particular category, I’m mentioning Backupify, even though it doesn’t really fit our topic. That’s because a lot of you may have suggested it. In the day, Backupify offered a no cost service backing up online services ranging from Gmail to (apparently) Facebook. They have since changed its model and has moved decidedly up-market into the G Suite and Salesforce world without any longer supplies a Gmail solution.
Our final type of solution is one-time backup snapshots. As an alternative to generating regular, incremental, updated backups, these approaches are perfect when you simply want to get the mail away from Gmail, either to go to a different one platform or to possess a snapshot with time of the things you needed within your account.
Google Takeout: The best of the backup snapshot offerings may be the one given by Google: Google Takeout. Through your Google settings, you can export just about all of the Google data, across your Google applications. Google Takeout dumps the data either to 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 coming from a third-party Exchange hosting provide to Office 365, and then as i moved from Office 365 to save work emails. It’s worked well both times.
The business, disappointingly known as Wireload as an alternative to, say, something from a traditional Bruce Willis Die Hard movie, charges $15 per account being moved. I discovered the charge to become well worth it, given its helpful support team and my desire 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 enough 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 possibly will not necessarily might like to do a permanent migration. Nevertheless, these power tools can present you with a terrific way to get yourself a snapshot backup utilizing a completely different cloud-based infrastructure for archival storage.
There is certainly another approach you can use, which can be technically not forwarding and is also somewhat more limited than the other on-the-fly approaches, however it works in order to just grab a 22dexnpky portion of your recent email, by way of example if you’re taking place vacation or even 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 its name implies, Gmail Offline lets you deal with your recent (with regards to a month) email without the need of a dynamic web connection. It’s definitely not a total backup, but might prove ideal for those occasional when you just want quick, offline use of recent messages — both incoming and outgoing.