Some time ago, I moved from Office 365 and Outlook and onto Gmail. Many of you thought I’d regret the move, but I need to inform you that Gmail is a huge nearly frictionless experience. I don’t think I’d ever resume using a standalone email application. Actually, I’m moving as numerous applications while i can to the cloud, just as a result of seamless benefits which offers.
Many of you also asked the one question that did have us a bit bothered: How you can do backups of a Gmail account? While Google has a strong reputation managing data, the fact remains that accounts could be hacked, and the possibility does exist that someone could possibly get locked out from a Gmail account.
Many of us have 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 (along with its accompanying gallery), I am going to discuss a number of excellent approaches for backing increase your Gmail data.
By the way, I’m distinguishing Gmail from G Suite, because there are a variety of G Suite solutions. Although Gmail will 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 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.
Maybe the easiest approach to backup, if less secure or complete as opposed to others, is the on-the-fly forwarding approach. The concept this is that every message which comes into backup gmail is then forwarded or processed somehow, ensuring its availability for an archive.
Before discussing the specifics regarding how this works, let’s cover some of the disadvantages. First, unless you start doing this as soon as you begin your Gmail usage, you simply will not possess a complete backup. You’ll have only a backup of flow going forward.
Second, while incoming mail can be preserved in another storage mechanism, none of your outgoing email messages will probably be archived. Gmail doesn’t offer 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 very easiest of such mechanisms is to create a filter in Gmail. Set it up to forward all that you email to another one email account on a few other service. There you choose to 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 makes the G Suite account, a filter is used, and this email is sent on its method to my main Gmail account.
This supplies two benefits. First, I keep a copy in the second Google account and, for $8.33/mo, I become very good support from Google. The disadvantage of this, speaking personally, is just one of my many email addresses is archived applying this method, and no 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 with an SMTP server running at my hosting company, and I experienced a server-side rule that sent every email message both to switch as well as to Gmail.
It is possible to reverse this. You might send mail for any private domain with 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 current email address that you can use to mail things right into your Evernote archive. This is a variation about the Gmail forwarding filter, because you’d still use Gmail to forward everything, but this time around for the Evernote-provided e-mail address. Boom! Incoming mail kept in Evernote.
IFTTT to Dropbox (or Google Drive or OneNote, etc): While this approach isn’t strictly forwarding, it’s another on-the-fly approach that gives a backup when your mail comes in. You will find a bunch of great rules that link Gmail to storage services like Dropbox, and you can use IFTTT.com to backup your entire messages or maybe incoming attachments to services like Dropbox.
In each one of 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 that will get your message store (and all sorts of your messages) through the cloud down to the local machine. Consequently even though you lost your web connection, lost your Gmail account, or 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: Possibly the most tried-and-true method for this can be employing a local email client program. You may run everything 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 placed Gmail to enable for IMAP (Settings -> Forwarding and POP/IMAP -> Enable IMAP) then set up an e-mail client for connecting to Gmail via IMAP. You would like to use IMAP as an alternative to POP3 because IMAP will leave the messages about the server (inside your Gmail archive), where POP3 will suck them down, removing them from your cloud.
You’ll should also get into your Label settings. There, you’ll find a listing of your labels, and so on the best-hand side is actually a “Show in IMAP” setting. You should ensure this is certainly checked hence the IMAP client can easily see the e-mail kept in what it will think 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. Many of them have obscure settings to limit just how much of your server-based mail it would download.
Really the only downside of the approach is you need to leave a person-based application running constantly to seize the email. But in case you have a spare PC somewhere or don’t mind owning an extra app running in your desktop, it’s a flexible, reliable, easy win.
Gmvault: Gmvault can be a slick list of Python scripts that will operate on Windows, Mac, and Linux and supplies a wide range of capabilities, including backing the entire Gmail archive and easily enabling you to move everything email to a different Gmail account. Yep, this can be a workable solution for easily moving mail between accounts.
What’s nice about Gmvault is the fact it’s a command-line script, to help you easily schedule it and just allow it to run without a lot of overhead. You can also use it on one machine to backup several accounts. Finally, it stores in multiple formats, including standard ones like .mbx that may 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 that you do is install this system, connect it for your Gmail, and download. It would do incremental downloads and also enable 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 additionally includes a premium backup solution which increases storage beyond 3GB and allows you to select whether your information is stored in the usa or EU.
Mailstore Home: Another free tool is Mailstore Home. Like Upsafe, Mailstore is Windows-only. The Things I like about Mailstore is it has business and repair-provider bigger brothers, so if you prefer a backup solution that goes beyond backing up individual Gmail accounts, this might work well for yourself. It also can backup Exchange, Office 365, and other IMAP-based email servers.
MailArchiver X: Next, we visit 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, furthermore, it archives local email clients at the same time.
Somewhere over a backup disk, I have got a pile of old Eudora email archives, and this 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 soon. But, hey, you are able to.
More to the stage, MailArchiver X can store your email in a number of formats, including PDF and in a FileMaker database. These two options are huge for things such as discovery proceedings.
Should you ever need so that you can do really comprehensive email analysis, and after that deliver email to clients or a court, having a FileMaker database of your own messages could be a win. It’s been updated to be Sierra-compatible. Just get version 4. or greater.
Backupify: Finally with this category, I’m mentioning Backupify, although it doesn’t really fit our topic. That’s because many of you may have suggested it. Back in the day, Backupify offered a totally free service backing up online services starting from Gmail to (apparently) Facebook. They have since changed its model and possesses moved decidedly up-market in to the G Suite and Salesforce world and no longer provides a Gmail solution.
Our final category of solution are one-time backup snapshots. Instead of generating regular, incremental, updated backups, these approaches are great if you simply want to buy your mail out of Gmail, either to go to a different platform or to possess a snapshot over time of the things you have within your account.
Google Takeout: The simplest of your backup snapshot offerings is definitely the one offered by Google: Google Takeout. From the Google settings, you can export almost all of your respective Google data, across all your Google applications. Google Takeout dumps the data either to 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 from a third-party Exchange hosting provide to Office 365, and after that after i moved from Office 365 to save work emails. It’s worked well both times.
The company, disappointingly referred to as Wireload as an alternative to, say, something away from a vintage Bruce Willis Die Hard movie, charges $15 per account being moved. I came across the fee to get definitely worth it, given its helpful support team and my want 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 was moving from Office 365 to Gmail, Ed Bott moved from Gmail to Outlook. He used some of Outlook’s helpful migration tools to create the jump.
From a Gmail backup perspective, you possibly will not necessarily want to do a permanent migration. Nevertheless, these tools can provide you with the best way to get a snapshot backup using a different cloud-based infrastructure for archival storage.
There exists one more approach you may use, which happens to be technically not forwarding and 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 going on vacation or a trip. I’m putting it with this section mainly because it didn’t really fit anywhere better.
That’s Gmail Offline, according to a Chrome browser plugin. As the name implies, Gmail Offline lets you work with your recent (regarding a month) email with out an energetic connection to the internet. It’s definitely not a whole backup, but might prove helpful for those occasional if you simply wish quick, offline usage of recent messages — both incoming and outgoing.