Some time ago, I moved away from Office 365 and Outlook and onto Gmail. A lot of you thought I’d regret the move, but I ought to explain how Gmail is a nearly frictionless experience. I don’t think I’d ever go back to employing a standalone email application. The truth is, I’m moving as numerous applications as I can for the cloud, just as a result of seamless benefits which offers.
Most of in addition, you asked normally the one question that did have me a bit bothered: The way to do backups of the Gmail account? While Google carries a strong track record of managing data, the very fact remains that accounts might be hacked, and also the possibility does exist that someone could easily get locked away from a Gmail account.
A lot of us have numerous years of mission-critical business and personal history within our Gmail archives, and it’s a good idea to possess a arrange for making regular backups. On this page (and its accompanying gallery), I will discuss numerous excellent approaches for backing the Gmail data.
By the way, I’m distinguishing Gmail from G Suite, as there are an array of G Suite solutions. Although Gmail is definitely the consumer offering, a lot of us use Gmail as our hub for many things, that it makes sense to talk about Gmail on its own merits.
Overall, you can find three main approaches: On-the-fly forwarding, download-and-archive, and periodic or one-time backup snapshots. I’ll discuss each approach consequently.
Possibly the easiest approach to backup, if less secure or complete as opposed to others, may be the on-the-fly forwarding approach. The concept the following is that each message that comes into backup email will be forwarded or processed for some reason, ensuring its availability as an archive.
Before discussing the important points about how this works, let’s cover several of the disadvantages. First, if you do not start carrying this out when you begin your Gmail usage, you simply will not use a complete backup. You’ll have only a backup of flow going forward.
Second, while incoming mail could be preserved in another storage mechanism, none of your own outgoing email messages will be archived. Gmail doesn’t provide an “on send” filter.
Finally, there are many security issues involve with sending email messages to many other sources, often in open and unencrypted text format.
Gmail forwarding filter: The really easiest of such mechanisms is to create a filter in Gmail. Set it to forward all you email to another one email account on some other service. There you go. Done.
G Suite forwarding: One easy 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 provides two benefits. First, I have a copy inside a second Google account and, for $8.33/mo, I get pretty decent support from Google. The problem with this, speaking personally, is simply one of my many emails is archived by using this method, with out 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 with an SMTP server running at my hosting company, and that i had a server-side rule that sent every email message both to change as well as Gmail.
It is possible to reverse this. You could also send mail for any private domain with an SMTP server, but use another service (whether Office 365 or something free, like Outlook) as being a backup destination.
Forward to Evernote: Each Evernote account comes with a special current email address that you can use 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 towards 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 which offers a backup as the mail comes in. You can find a lot of great rules that link Gmail to storage services like Dropbox, and you will use IFTTT.com to backup all of your messages or simply incoming attachments to services like Dropbox.
In all these cases, you’re essentially moving one cloud email store to a different email store, so when you want something that you can physically control, let’s go on to the next strategy.
The download and archive group covers methods which get your message store (and all of your messages) through the cloud down to a nearby machine. Consequently even though you lost your online connection, lost your Gmail account, or your online accounts got hacked, you’d have got a safe archive on your own local machine (and, perhaps, even backed up to local, offline media).
Local email client software: Maybe the most tried-and-true method for this can be employing a local email client program. You can run anything from Thunderbird to Outlook to Apple Mail to a wide range of traditional, old-school PC-based email clients.
All you have to do is set up Gmail to enable for IMAP (Settings -> Forwarding and POP/IMAP -> Enable IMAP) after which set up a message client for connecting to Gmail via IMAP. You need to use IMAP instead of POP3 because IMAP will leave the messages about the server (with your Gmail archive), where POP3 will suck all of them down, removing them in the cloud.
You’ll also need to go into your Label settings. There, you’ll find a long list of your labels, and on the proper-hand side is a “Show in IMAP” setting. You have to make sure this is checked so the IMAP client can easily see the e-mail saved in what it will think are folders. Yes, you can find some message duplication, but it’s a backup, so who cares, right?
Just be sure you examine your client configuration. A few of them have obscure settings that limit just how much of your respective server-based mail it can download.
The sole downside of this approach is you must leave a user-based application running all the time to get the email. But if you have an extra PC somewhere or don’t mind getting an extra app running in your desktop, it’s an adaptable, reliable, easy win.
Gmvault: Gmvault is really a slick pair of Python scripts that can operate on Windows, Mac, and Linux and provides a variety of capabilities, including backing increase your entire Gmail archive and simply enabling you to move everything that email to a different 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 just let it run without an excessive amount of overhead. Also you can use it on one machine to backup a variety of accounts. Finally, it stores in multiple formats, including standard ones like .mbx that 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 do is install this software, connect it to the Gmail, and download. It will do incremental downloads as well as enable you to browse your downloaded email and attachments from inside the app.
The company also provides a cloud backup solution, which listed as free, and also comes with a premium backup solution which increases storage beyond 3GB and allows you to select whether your data is stored in the united states 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 service-provider bigger brothers, so if you prefer a backup solution that surpasses backing up individual Gmail accounts, this might work effectively to suit your needs. It also can backup Exchange, Office 365, and 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 opting for it. First, it doesn’t just archive Gmail data, it also archives local email clients at the same time.
Somewhere on a backup disk, I actually have a pile of old Eudora email archives, and also this could read them in and back them up. Obviously, generally if i haven’t needed those messages since 2002, it’s not likely I’ll need them soon. But, hey, you can.
More to the stage, MailArchiver X can store your email in many different formats, including PDF and within a FileMaker database. These alternatives are huge for such things as discovery proceedings.
If you happen to need in order to do really comprehensive email analysis, after which deliver email to clients or even a court, developing a FileMaker database of your own messages can be quite a win. It’s been updated to be Sierra-compatible. Just make sure you get version 4. or greater.
Backupify: Finally just for this category, I’m mentioning Backupify, although it doesn’t really fit our topic. That’s because most of you possess suggested it. During the day, Backupify offered a no cost service backing up online services ranging from Gmail to (apparently) Facebook. It offers since changed its model and possesses moved decidedly up-market to the G Suite and Salesforce world and no longer offers a Gmail solution.
Our final group of solution are certainly one-time backup snapshots. Rather than generating regular, incremental, updated backups, these approaches are perfect if you simply want to get the mail out from Gmail, either to move to a different one platform or to possess a snapshot soon enough of the you had within your account.
Google Takeout: The easiest of your backup snapshot offerings is definitely the one offered by Google: Google Takeout. Out of your Google settings, you can export just about all of your own Google data, across all of your Google applications. Google Takeout dumps your data either to your Google Drive or permits 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 the third-party Exchange hosting provide to Office 365, after which when I moved from Office 365 to save work emails. It’s worked well both times.
The company, disappointingly referred to as Wireload rather than, say, something out of a vintage Bruce Willis Die Hard movie, charges $15 per account being moved. I came across the fee to become worth it, given its helpful support team and my have 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 the time I was moving from Office 365 to Gmail, Ed Bott moved from Gmail to Outlook. He used a number of Outlook’s helpful migration tools to help make the jump.
From your Gmail backup perspective, you might not necessarily want to do a lasting migration. Even so, these tools can give you a wonderful way to get a snapshot backup by using a totally different cloud-based infrastructure for archival storage.
There may be yet another approach you may use, which happens to be technically not forwarding and it is somewhat more limited in comparison to the other on-the-fly approaches, but it really works in order to just grab a 22dexnpky part of your recent email, as an example if you’re occurring vacation or possibly a trip. I’m putting it within this section since it didn’t really fit anywhere better.
That’s Gmail Offline, depending on a Chrome browser plugin. As the name implies, Gmail Offline lets you work with your recent (with regards to a month) email without having an active connection to the internet. It’s definitely not an entire backup, but might prove helpful for those occasional whenever you would just like quick, offline usage of recent messages — both incoming and outgoing.