A few years ago, I moved from Office 365 and Outlook and onto Gmail. Several of you thought I’d regret the move, however i have to inform you that Gmail has become a nearly frictionless experience. I don’t think I’d ever return to utilizing a standalone email application. Actually, I’m moving as numerous applications when i can on the cloud, just as a result of seamless benefits which offers.
A lot of in addition, you asked usually the one question that did have us a bit bothered: The best way to do backups of any Gmail account? While Google includes a strong history of managing data, the actual fact remains that accounts could be hacked, and also the possibility does exist that somebody could easily get locked out from a Gmail account.
A lot of us have many years of mission-critical business and private history in your Gmail archives, and it’s a good idea to possess a plan for making regular backups. On this page (and its particular accompanying gallery), I will discuss several excellent approaches for backing up your Gmail data.
By the way, I’m distinguishing Gmail from G Suite, seeing as there are a wide array of G Suite solutions. Although Gmail is definitely the consumer offering, so many of us use Gmail as our hub for many things, that it makes sense to talk about Gmail on its own 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 subsequently.
Probably the easiest means of backup, if less secure or complete than the others, is the on-the-fly forwarding approach. The thought here is which every message that comes into backup email is then forwarded or processed for some reason, ensuring its availability as an archive.
Before discussing the facts about how precisely this works, let’s cover some of the disadvantages. First, until you start accomplishing this once you begin your Gmail usage, you will not possess a complete backup. You’ll only have a backup of flow going forward.
Second, while incoming mail can 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 several security issues involve with sending email messages for some other sources, often in open and unencrypted text format.
Gmail forwarding filter: The particular easiest of such mechanisms is to put together a filter in Gmail. Set it to forward all you could email to another one email account on various other service. There you go. Done.
G Suite forwarding: One simple way I grab all incoming mail to my corporate domain is applying a G Suite account. My company-related email makes the G Suite account, a filter is applied, and this email is sent on its strategy to my main Gmail account.
This supplies two benefits. First, I keep a copy within a second Google account and, for $8.33/mo, I become very good support from Google. The disadvantage of this, speaking personally, is only one of my many emails is archived by using this method, and no 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 enjoyed a server-side rule that sent every email message both to Exchange and also to Gmail.
It is possible to reverse this. You might send mail for a private domain for an SMTP server, but use another service (whether Office 365 or something free, like Outlook) like a backup destination.
Forward to Evernote: Each Evernote account features a special email address that can be used to mail things directly into your Evernote archive. This really is a variation about the Gmail forwarding filter, for the reason that you’d still use Gmail to forward everything, but now for the Evernote-provided e-mail address. Boom! Incoming mail kept 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 provides a backup as the mail is available in. There is a handful of great rules that link Gmail to storage services like Dropbox, and you could use IFTTT.com to backup your entire messages or simply incoming attachments to services like Dropbox.
In each one of these cases, you’re essentially moving one cloud email store to another one email store, so when you want something you can physically control, let’s go on to the next strategy.
The download and archive group covers methods that will get your message store (and your messages) through the cloud as a result of a nearby machine. Because of this even if you lost your web connection, lost your Gmail account, or perhaps your online accounts got hacked, you’d have a safe archive in your local machine (and, perhaps, even backed up to local, offline media).
Local email client software: Maybe the most tried-and-true method for this is certainly by using 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 you have to do is to establish Gmail to enable for IMAP (Settings -> Forwarding and POP/IMAP -> Enable IMAP) and then set up an e-mail client to get in touch to Gmail via IMAP. You would like to use IMAP instead of POP3 because IMAP will leave the messages around the server (within your Gmail archive), where POP3 will suck all of them down, removing them in the cloud.
You’ll also need to go deep into your Label settings. There, you’ll find a listing of your labels, and so on the correct-hand side is really a “Show in IMAP” setting. You should be sure this can be checked and so the IMAP client can see the e-mail kept in what it will think are folders. Yes, you may get some message duplication, but it’s a backup, so who cares, right?
Just be sure you look at your client configuration. Many of them have obscure settings to limit the amount of of your respective server-based mail it would download.
Really the only downside with this approach is you have to leave an individual-based application running all the time to get the e-mail. But when you have an extra PC somewhere or don’t mind through an extra app running on your desktop, it’s an adaptable, reliable, easy win.
Gmvault: Gmvault is actually a slick list of Python scripts that can run using Windows, Mac, and Linux and offers an array of capabilities, including backing the entire Gmail archive and easily letting you move everything email to another 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, in order to easily schedule it and only permit it to run without an excessive amount of overhead. Also you can apply it to one machine to backup a number 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. All you could do is install this system, hook it up in your Gmail, and download. It is going to do incremental downloads as well as allow you to browse your downloaded email and attachments from inside the app.
The organization also offers a cloud backup solution, which listed as free, but also includes a premium backup solution which increases storage beyond 3GB and lets you select whether your computer data is stored in america or EU.
Mailstore Home: Yet another free tool is Mailstore Home. Like Upsafe, Mailstore is Windows-only. A Few Things I like about Mailstore is it has business and repair-provider bigger brothers, so if you want a backup solution that goes beyond backing up individual Gmail accounts, it might work well for you. In addition, it can backup Exchange, Office 365, along with other IMAP-based email servers.
MailArchiver X: Next, we go to MailArchiver X, a $34.95 OS X-based solution. Even though this solution isn’t free, it’s got a couple of interesting things going for it. First, it doesn’t just archive Gmail data, furthermore, it archives local email clients too.
Somewhere with a backup disk, We have a pile of old Eudora email archives, and that could read them in and back them up. Obviously, basically if i haven’t needed those messages since 2002, it’s not likely I’ll need them soon. But, hey, you are able to.
More to the point, MailArchiver X can store your email in a range of formats, including PDF and in a FileMaker database. These alternatives are huge for things such as discovery proceedings.
If you need to be able to do really comprehensive email analysis, and then deliver email to clients or even a court, having a FileMaker database of the messages can be quite a win. It’s been updated to become Sierra-compatible. Just get version 4. or greater.
Backupify: Finally for this category, I’m mentioning Backupify, even though it doesn’t really fit our topic. That’s because a lot of you might have suggested it. In the day, Backupify offered a totally free service backing up online services which range from Gmail to (apparently) Facebook. They have since changed its model and has moved decidedly up-market to the G Suite and Salesforce world without any longer delivers a Gmail solution.
Our final class of solution is one-time backup snapshots. Instead of generating regular, incremental, updated backups, these approaches are perfect if you only want to get the mail out from Gmail, either to move to a different one platform or to experience a snapshot in time of what you experienced in your account.
Google Takeout: The most basic of the backup snapshot offerings will be the one provided by Google: Google Takeout. From your Google settings, it is possible to export almost all of your own Google data, across all of your Google applications. Google Takeout dumps your data either into 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 when 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 generally known as Wireload instead of, say, something out from a traditional Bruce Willis Die Hard movie, charges $15 per account being moved. I came across the fee being worth it, given its helpful support team and my need to make somewhat 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 enough time I had been moving from Office 365 to Gmail, Ed Bott moved from Gmail to Outlook. He used several of Outlook’s helpful migration tools to produce the jump.
Coming from a Gmail backup perspective, you possibly will not necessarily need to do a lasting migration. However, these tools can present you with a wonderful way to obtain a snapshot backup employing a different cloud-based infrastructure for archival storage.
There is certainly one more approach you can utilize, that is technically not forwarding and is also somewhat more limited compared to other on-the-fly approaches, nevertheless it works if you want to just grab a 22dexnpky part of your recent email, for instance if you’re happening vacation or perhaps a trip. I’m putting it in this section as 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 (regarding a month) email without the need of an energetic web connection. It’s most certainly not a total backup, but might prove useful for those occasional if you just want quick, offline usage of recent messages — both incoming and outgoing.