Not long ago, I moved off from Office 365 and Outlook and onto Gmail. Most of you thought I’d regret the move, however i must explain how Gmail has been a nearly frictionless experience. I don’t think I’d ever return to using a standalone email application. In reality, I’m moving as much applications while i can to the cloud, just as a result of seamless benefits that offers.
Most of you additionally asked normally the one question that did have us a bit bothered: The way to do backups of a Gmail account? While Google has a strong history of managing data, the very fact remains that accounts may be hacked, and the possibility does exist that someone could easily get locked out from a Gmail account.
Most of us have many years of mission-critical business and private history within our Gmail archives, and it’s a great idea to have a plan for making regular backups. On this page (along with its accompanying gallery), I will discuss a variety of excellent approaches for backing the Gmail data.
Anyway, I’m distinguishing Gmail from G Suite, seeing as there are a wide range of G Suite solutions. Even though Gmail will be the consumer offering, a lot of us use Gmail as our hub for all those things, that it seems sensible to go over Gmail naturally merits.
Overall, there are actually three main approaches: On-the-fly forwarding, download-and-archive, and periodic a treadmill-time backup snapshots. I’ll discuss each approach consequently.
Possibly the easiest method of backup, if less secure or complete as opposed to others, may be the on-the-fly forwarding approach. The theory the following is that each message that comes into backup gmail is then forwarded or processed somehow, ensuring its availability as an archive.
Before discussing the facts regarding how this works, let’s cover several of the disadvantages. First, except if you start achieving this the instant you begin your Gmail usage, you simply will not use a complete backup. You’ll simply 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 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 the mechanisms is to create a filter in Gmail. Set it up to forward the only thing you email to another email account on a few other service. There you decide to go. Done.
G Suite forwarding: One particular way I grab all incoming mail to my corporate domain is using 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 provides two benefits. First, I keep a copy in the second Google account and, for $8.33/mo, I get pretty good support from Google. The problem with this, speaking personally, is only one of my many contact information is archived by 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 an SMTP server running at my hosting company, and i also possessed a server-side rule that sent every email message both to switch as well as Gmail.
You can reverse this. You might also send mail for any private domain to a SMTP server, but use another service (whether Office 365 or something free, like Outlook) like a backup destination.
Forward to Evernote: Each Evernote account has a special email address which can be used to mail things right into your Evernote archive. This really is a variation on the Gmail forwarding filter, for the reason that you’d still use Gmail to forward everything, but this time 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 is available 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 just incoming attachments to services like Dropbox.
In all these cases, you’re essentially moving one cloud email store to a different email store, when you want something that you can physically control, let’s go onto the next strategy.
The download and archive group covers methods that get your message store (and all sorts of your messages) through the cloud right down to the local machine. Because of this even though you lost your web connection, lost your Gmail account, or maybe your online accounts got hacked, you’d have a safe archive in your local machine (and, perhaps, even supported to local, offline media).
Local email client software: Perhaps the most tried-and-true approach for this is certainly employing 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 that you should do is placed Gmail to allow for IMAP (Settings -> Forwarding and POP/IMAP -> Enable IMAP) after which set up an e-mail client to connect to Gmail via IMAP. You wish to use IMAP instead of POP3 because IMAP will leave the messages about the server (with your Gmail archive), where POP3 will suck every one of them down, removing them from the cloud.
You’ll also have to go into your Label settings. There, you’ll find a summary of your labels, and on the proper-hand side can be a “Show in IMAP” setting. You must ensure this is checked so the IMAP client can see the email stored in what it will believe are folders. Yes, you might get some message duplication, but it’s a backup, so who cares, right?
Just make sure you examine your client configuration. A few of them have obscure settings that limit the amount of your own server-based mail it will download.
The only real downside with this approach is you need to leave a person-based application running on a regular basis to grab the e-mail. But in case you have an extra PC somewhere or don’t mind having an extra app running on your own desktop, it’s an adaptable, reliable, easy win.
Gmvault: Gmvault is a slick group of Python scripts that will run using Windows, Mac, and Linux and offers a wide range of capabilities, including backing increase your entire Gmail archive and simply allowing you to move everything email to a different 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, in order to easily schedule it and only allow it to run without a lot of overhead. You can even apply it to one machine to backup a variety of 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 this program, hook it up in your Gmail, and download. It will do incremental downloads and also let you browse your downloaded email and attachments from inside the app.
The corporation also offers a cloud backup solution, which listed as free, but additionally comes with a premium backup solution which increases storage beyond 3GB and allows you to select whether your data 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 service-provider bigger brothers, so if you need a backup solution that surpasses backing up individual Gmail accounts, this could work efficiently for you personally. In addition, 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 several interesting things going for it. First, it doesn’t just archive Gmail data, additionally, it archives local email clients too.
Somewhere on the backup disk, We 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, you may.
More to the point, MailArchiver X can store your email in a number of formats, including PDF and inside a FileMaker database. Both of these choices are huge for such things as discovery proceedings.
If you happen to need to be able to do really comprehensive email analysis, then deliver email to clients or a court, possessing a FileMaker database of your messages can be quite a win. It’s been updated to get Sierra-compatible. Just 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 most of you might have suggested it. During the day, Backupify offered a no cost service backing up online services including Gmail to (apparently) Facebook. It provides since changed its model and has moved decidedly up-market in to the G Suite and Salesforce world without any longer delivers a Gmail solution.
Our final category of solution is one-time backup snapshots. As opposed to generating regular, incremental, updated backups, these approaches are good when you just want to get your mail from Gmail, either to go to a different one platform or to experience a snapshot soon enough of the things you have within your account.
Google Takeout: The most basic in the backup snapshot offerings may be the one supplied by Google: Google Takeout. Through your Google settings, it is possible to export almost all of the Google data, across your entire Google applications. Google Takeout dumps the info 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 as i moved coming from a third-party Exchange hosting provide to Office 365, and then once i moved from Office 365 to save work emails. It’s worked well both times.
The corporation, disappointingly generally known as Wireload rather than, say, something out 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 desire 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 enough time I found myself moving from Office 365 to Gmail, Ed Bott moved from Gmail to Outlook. He used several of Outlook’s helpful migration tools to make the jump.
Coming from a Gmail backup perspective, you will possibly not necessarily might like to do a permanent migration. Nevertheless, these tools can present you with a terrific way to get a snapshot backup by using a completely different cloud-based infrastructure for archival storage.
There may be an additional approach you may use, that is technically not forwarding and is also somewhat more limited than the other on-the-fly approaches, however it works if you want to just grab a 22dexnpky section of your recent email, as an example if you’re going on vacation or a trip. I’m putting it within this section because 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 deal with your recent (about a month) email without the need of a lively internet access. It’s most certainly not a complete backup, but might prove useful for those occasional when you would just like quick, offline usage of recent messages — both incoming and outgoing.