Not long ago, I moved off of Office 365 and Outlook and onto Gmail. Most of you thought I’d regret the move, however i need to explain how Gmail has become a nearly frictionless experience. I don’t think I’d ever go back to by using a standalone email application. In fact, I’m moving as much applications when i can on the cloud, just as a result of seamless benefits which offers.
Many of you additionally asked usually the one question that did have us a bit bothered: How to do backups of any Gmail account? While Google carries a strong reputation of managing data, the actual fact remains that accounts could possibly be hacked, along with the possibility does exist that someone might get locked from a Gmail account.
Most of us have numerous years of mission-critical business and personal history inside our Gmail archives, and it’s a smart idea to possess a policy for making regular backups. In this article (as well as its accompanying gallery), I will discuss a number of excellent approaches for backing the Gmail data.
Anyway, I’m distinguishing Gmail from G Suite, since there are a wide array of G Suite solutions. Even though Gmail may be the consumer offering, a lot of us use Gmail as our hub for all those things, that it seems sensible to talk about 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 way of backup, if less secure or complete as opposed to others, may be the on-the-fly forwarding approach. The thought here is that each message that comes into backup email will then be forwarded or processed for some reason, ensuring its availability as being an archive.
Before discussing the specifics about how precisely this works, let’s cover a number of the disadvantages. First, until you start achieving this when you begin your Gmail usage, you will not possess a complete backup. You’ll simply have a backup of flow going forward.
Second, while incoming mail could be preserved in another storage mechanism, none of your respective outgoing email messages will probably be archived. Gmail doesn’t come with an “on send” filter.
Finally, there are numerous security issues involve with sending email messages with other sources, often in open and unencrypted text format.
Gmail forwarding filter: The easiest of the mechanisms is to put together a filter in Gmail. Set it to forward all you could email to a different one email account on some other service. There you choose 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 makes the G Suite account, a filter is used, which email is sent on its strategy to my main Gmail account.
This gives two benefits. First, I keep a copy within a second Google account and, for $8.33/mo, I get excellent support from Google. The downside of this, speaking personally, is just one of my many emails is archived employing 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 for 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 to Gmail.
You can reverse this. You could also send mail for a private domain to a SMTP server, but use another service (whether Office 365 or anything free, like Outlook) like a backup destination.
To Evernote: Each Evernote account includes a special current email address which you can use to mail things straight into your Evernote archive. It is a variation on the Gmail forwarding filter, for the reason that you’d still use Gmail to forward everything, but this time around towards the Evernote-provided email address. Boom! Incoming mail stored 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 which offers a backup when your mail comes 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 all of your messages or maybe incoming attachments to services like Dropbox.
In each one of these cases, you’re essentially moving one cloud email store to another email store, so when you want something you can physically control, let’s go to the next strategy.
The download and archive group covers methods which get your message store (and all sorts of your messages) from the cloud down to the local machine. Consequently even when you lost your internet connection, lost your Gmail account, or your online accounts got hacked, you’d have 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 approach for this can be using a local email client program. You can run everything from Thunderbird to Outlook to Apple Mail to a variety of traditional, old-school PC-based email clients.
All that you should do is set up Gmail to allow 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 opposed to POP3 because IMAP will leave the messages about the server (with your Gmail archive), where POP3 will suck them all down, removing them through the cloud.
You’ll should also go into your Label settings. There, you’ll find a long list of your labels, and so on the proper-hand side is really a “Show in IMAP” setting. You must make sure this can be checked hence the IMAP client can easily see the e-mail held in just what it will believe are folders. Yes, you might get 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 to limit the amount of your server-based mail it is going to download.
The only real downside of this approach is you must leave an end user-based application running at all times to get 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 can be a slick pair of Python scripts that may run on Windows, Mac, and Linux and offers a wide array of capabilities, including backing your entire Gmail archive and simply helping you to move all of that email to another 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, in order to easily schedule it and merely allow it run without a lot of overhead. Also you can use it on one machine to backup numerous 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 do is install this system, hook it up to the Gmail, and download. It can do incremental downloads as well as enable you to browse your downloaded email and attachments from inside the app.
The organization even offers a cloud backup solution, which listed as free, but additionally features a premium backup solution which increases storage beyond 3GB and lets you 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 it has business and service-provider bigger brothers, so if you prefer a backup solution that goes beyond backing up individual Gmail accounts, this might work effectively for you personally. Furthermore, it can backup Exchange, Office 365, and other IMAP-based email servers.
MailArchiver X: Next, we go to MailArchiver X, a $34.95 OS X-based solution. Even if this solution isn’t free, it’s got a number of interesting things choosing it. First, it doesn’t just archive Gmail data, additionally, it archives local email clients as well.
Somewhere on a backup disk, We have a pile of old Eudora email archives, and that could read them in and back them up. Needless to say, basically if i haven’t needed those messages since 2002, it’s unlikely I’ll need them anytime soon. But, hey, you are able to.
More to the point, MailArchiver X can store your email in many different formats, including PDF and in the FileMaker database. Those two options are huge for stuff like discovery proceedings.
If you ever need in order to do really comprehensive email analysis, then deliver email to clients or perhaps a court, possessing a FileMaker database of your respective messages might be a win. It’s been updated to be Sierra-compatible. Just make sure you 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 several of you possess suggested it. During the day, Backupify offered a totally free service backing up online services which range from Gmail to (apparently) Facebook. It offers since changed its model and contains moved decidedly up-market to the G Suite and Salesforce world with no longer offers a Gmail solution.
Our final category of solution is one-time backup snapshots. Rather than generating regular, incremental, updated backups, these approaches are excellent when you would like to obtain your mail away from Gmail, either to move to a different platform or to possess a snapshot over time of the you have in your account.
Google Takeout: The best from the backup snapshot offerings is definitely the one given by Google: Google Takeout. Out of your Google settings, you may export almost all of the Google data, across all of 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 as i moved 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 business, disappointingly generally known as Wireload rather than, say, something out from a vintage Bruce Willis Die Hard movie, charges $15 per account being moved. I stumbled upon the charge to be worth it, given its helpful support team and my desire to make somewhat of a pain from myself until I knew every email message had made the trip successfully.
Backup via migration to Outlook.com: At roughly some time I found myself moving from Office 365 to Gmail, Ed Bott moved from Gmail to Outlook. He used a few of Outlook’s helpful migration tools to help make the jump.
From the Gmail backup perspective, you will possibly not necessarily wish to accomplish a lasting migration. Nevertheless, these tools can give you the best way to get yourself a snapshot backup by using a very different cloud-based infrastructure for archival storage.
There exists 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, however it works if you wish to just grab a 22dexnpky portion of your recent email, for example if you’re occurring vacation or perhaps a trip. I’m putting it in this section mainly 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 dynamic web connection. It’s most certainly not a whole backup, but might prove useful for those occasional whenever you just want quick, offline use of recent messages — both incoming and outgoing.