Not too long ago, I moved off from Office 365 and Outlook and onto Gmail. Many of you thought I’d regret the move, however i need to tell you that Gmail is a huge nearly frictionless experience. I don’t think I’d ever get back to by using a standalone email application. In fact, I’m moving as numerous applications while i can for the cloud, just due to seamless benefits that offers.
Most of you additionally asked the one question that did have us a bit bothered: How you can do backups of a Gmail account? While Google includes a strong reputation of managing data, the fact remains that accounts might be hacked, and the possibility does exist that somebody could get locked out of a Gmail account.
A lot of us have several years of mission-critical business and personal history inside our Gmail archives, and it’s a good idea to have got a policy for making regular backups. In this article (and its particular accompanying gallery), I am going to discuss a number of excellent approaches for backing the Gmail data.
By the way, I’m distinguishing Gmail from G Suite, because there are an array of G Suite solutions. Even though Gmail may be the consumer offering, so many of us use Gmail as our hub for all those things, that it makes sense to discuss Gmail by itself merits.
Overall, there are three main approaches: On-the-fly forwarding, download-and-archive, and periodic a treadmill-time backup snapshots. I’ll discuss each approach in turn.
Probably the easiest method of backup, if less secure or complete than the others, is definitely the on-the-fly forwarding approach. The concept the following is that every message that comes into backup gmail is going to be forwarded or processed somehow, ensuring its availability being an archive.
Before discussing the important points about how exactly this works, let’s cover a number of the disadvantages. First, except if you start achieving this the instant you begin your Gmail usage, you will not have a complete backup. You’ll simply have a backup of flow moving forward.
Second, while incoming mail can be preserved in another storage mechanism, none of your own outgoing email messages will be archived. Gmail doesn’t have 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 easiest of these mechanisms is to create a filter in Gmail. Set it up to forward the only thing you email to another email account on another service. There you are going. 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 makes the G Suite account, a filter is used, and that email is sent on its approach to my main Gmail account.
This gives two benefits. First, I have a copy in the second Google account and, for $8.33/mo, I get excellent support from Google. The problem with this, speaking personally, is just one of my many email addresses is archived using this method, without any mail I send is stored.
SMTP server forwarding rules: To the 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 had a server-side rule that sent every email message both to Exchange and to Gmail.
You can reverse this. You might send mail for any private domain to an SMTP server, but use another service (whether Office 365 or anything free, like Outlook) like a backup destination.
Forward to Evernote: Each Evernote account includes a special e-mail address which can be used to mail things right into your Evernote archive. It is a variation in the Gmail forwarding filter, for the reason that you’d still use Gmail to forward everything, but this time on the Evernote-provided e-mail address. Boom! Incoming mail stored 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 gives a backup for your mail can be purchased in. You can find a handful 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, if you want something 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 of your messages) through the cloud as a result of a local machine. Consequently even if you lost your web connection, lost your Gmail account, or even your online accounts got hacked, you’d use a safe archive on your own local machine (and, perhaps, even backed up to local, offline media).
Local email client software: Possibly the most tried-and-true method for this really is utilizing a local email client program. You are able to run anything from Thunderbird to Outlook to Apple Mail to a variety of traditional, old-school PC-based email clients.
All you have to do is set up Gmail to allow for IMAP (Settings -> Forwarding and POP/IMAP -> Enable IMAP) and after that create an email client to get in touch to Gmail via IMAP. You would like to use IMAP as opposed to POP3 because IMAP will leave the messages about the server (in your Gmail archive), where POP3 will suck all of them down, removing them from the cloud.
You’ll should also go into your Label settings. There, you’ll find a long list of your labels, as well as on the right-hand side can be a “Show in IMAP” setting. You need to be sure this can be checked and so the IMAP client can see the email 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 look at your client configuration. A few of them have obscure settings that limit simply how much of the server-based mail it is going to download.
The sole downside on this approach is you must leave a person-based application running at all times to seize the e-mail. But if you have a spare PC somewhere or don’t mind through an extra app running in your desktop, it’s a versatile, reliable, easy win.
Gmvault: Gmvault is a slick pair of Python scripts which will are powered by Windows, Mac, and Linux and supplies a wide range of capabilities, including backing up your entire Gmail archive and simply allowing you to move everything that email to another one Gmail account. Yep, it is a workable solution for easily moving mail between accounts.
What’s nice about Gmvault is the fact it’s a command-line script, so you can easily schedule it and merely permit it to run without excessive overhead. You can also use it on one machine to backup a number of accounts. Finally, it stores in multiple formats, including standard ones like .mbx that could 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 to the Gmail, and download. It is going to do incremental downloads and also allow you to browse your downloaded email and attachments from inside the app.
The organization also provides a cloud backup solution, which listed as free, but in addition features a premium backup solution which increases storage beyond 3GB and lets you 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. The Things I like about Mailstore is that it has business and repair-provider bigger brothers, so if you prefer a backup solution that goes past backing up individual Gmail accounts, this could work efficiently for yourself. Additionally, it can backup Exchange, Office 365, as well as other IMAP-based email servers.
MailArchiver X: Next, we arrived at MailArchiver X, a $34.95 OS X-based solution. Even though this solution isn’t free, it’s got a number of interesting things choosing it. First, it doesn’t just archive Gmail data, it also archives local email clients at the same time.
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, basically if i haven’t needed those messages since 2002, it’s not likely I’ll need them in the near future. But, hey, you can.
More to the level, MailArchiver X can store your email in a range of formats, including PDF and in the FileMaker database. These two choices are huge for things like discovery proceedings.
If you need so as to do really comprehensive email analysis, and after that deliver email to clients or possibly a court, using a FileMaker database of your messages might be a win. It’s been updated to become Sierra-compatible. Just make sure you get version 4. or greater.
Backupify: Finally for this particular category, I’m mentioning Backupify, though it doesn’t really fit our topic. That’s because most of you have suggested it. Back into the day, Backupify offered a free service backing up online services ranging from Gmail to (apparently) Facebook. It provides since changed its model and contains 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. As an alternative to generating regular, incremental, updated backups, these approaches are perfect when you simply want to obtain your mail out of Gmail, either to move to another one platform or to have a snapshot in time of the you have within your account.
Google Takeout: The simplest from the backup snapshot offerings will be the one supplied by Google: Google Takeout. From your Google settings, it is possible to export almost all of your Google data, across your Google applications. Google Takeout dumps the data either in 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 the third-party Exchange hosting provide to Office 365, and after that when I moved from Office 365 to save work emails. It’s worked well both times.
The company, disappointingly generally known as Wireload as an alternative to, say, something out from a traditional Bruce Willis Die Hard movie, charges $15 per account being moved. I discovered the charge being definitely worth it, given its helpful support team and my have to make a bit 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 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 create the jump.
From the Gmail backup perspective, you possibly will not necessarily wish to accomplish a permanent migration. However, these power tools can provide you with the best way to get yourself a snapshot backup by using a completely different cloud-based infrastructure for archival storage.
There is one more approach you can utilize, which is technically not forwarding and is also somewhat more limited compared to the other on-the-fly approaches, but it works if you want to just grab a 22dexnpky portion of your recent email, for instance if you’re occurring vacation or a trip. I’m putting it in 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 work with your recent (about a month) email without needing a lively web connection. It’s certainly not a total backup, but might prove ideal for those occasional once you simply want quick, offline access to recent messages — both incoming and outgoing.