Some time ago, I moved away from Office 365 and Outlook and onto Gmail. A lot of you thought I’d regret the move, nevertheless i must tell you that Gmail has been a nearly frictionless experience. I don’t think I’d ever go back to by using a standalone email application. The truth is, I’m moving several applications because i can on the cloud, just because of the seamless benefits that provides.
Several of in addition, you asked the one question that did have us a bit bothered: The best way to do backups of a Gmail account? While Google carries a strong reputation of managing data, the simple fact remains that accounts might be hacked, and also the possibility does exist that somebody could get locked from a Gmail account.
A lot of us have years of mission-critical business and private history in our Gmail archives, and it’s a smart idea to have got a policy for making regular backups. In this post (and its particular accompanying gallery), I am going to discuss several excellent approaches for backing increase your Gmail data.
Anyway, I’m distinguishing Gmail from G Suite, because there are a variety of G Suite solutions. Though Gmail is the consumer offering, so many of us use Gmail as our hub for many things, that it makes sense to go about Gmail naturally merits.
Overall, you can find three main approaches: On-the-fly forwarding, download-and-archive, and periodic a treadmill-time backup snapshots. I’ll discuss each approach therefore.
Maybe the easiest method of backup, if less secure or complete than the others, may be the on-the-fly forwarding approach. The idea this is that each message that comes into backup email will be forwarded or processed somehow, ensuring its availability as being an archive.
Before discussing the specifics about how exactly this works, let’s cover some of the disadvantages. First, until you start accomplishing this when you begin your Gmail usage, you simply will not have got a complete backup. You’ll just have a backup of flow moving forward.
Second, while incoming mail might 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 many security issues involve with sending email messages to many other sources, often in open and unencrypted text format.
Gmail forwarding filter: The easiest of the mechanisms is to setup a filter in Gmail. Set it to forward the only thing you email to a different email account on a few other service. There you decide to go. 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 method to my main Gmail account.
This supplies two benefits. First, I have a copy within a second Google account and, for $8.33/mo, I have pretty good support from Google. The problem with this, speaking personally, is simply one of my many email addresses is archived employing this method, and no mail I send is stored.
SMTP server forwarding rules: For that longest time, I used Exchange and Outlook as my email environment and Gmail as by incoming mail backup. My domain was set to a SMTP server running at my hosting company, and so i experienced a server-side rule that sent every email message both to Exchange as well as to Gmail.
You can reverse this. You might also send mail for the private domain for an SMTP server, but use another service (whether Office 365 or anything free, like Outlook) as being a backup destination.
To Evernote: Each Evernote account includes a special email address that can be used to mail things right into your Evernote archive. This really is a variation around the Gmail forwarding filter, for the reason that you’d still use Gmail to forward everything, but this time to the Evernote-provided current email address. Boom! Incoming mail held 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 which offers a backup for your mail is available in. You will find a handful of great rules that link Gmail to storage services like Dropbox, and you may use IFTTT.com to backup all your messages or perhaps incoming attachments to services like Dropbox.
In each of these cases, you’re essentially moving one cloud email store to another one email store, so when you want something that you can physically control, let’s go onto the next strategy.
The download and archive group covers methods which get your message store (and your messages) from the cloud right down to a neighborhood machine. This means that even when you lost your online connection, lost your Gmail account, or maybe your online accounts got hacked, you’d possess a safe archive on your local machine (and, perhaps, even backed up to local, offline media).
Local email client software: Probably the most tried-and-true method for this is by using a local email client program. You can run anything from Thunderbird to Outlook to Apple Mail to an array of traditional, old-school PC-based email clients.
All you should do is established Gmail to allow for IMAP (Settings -> Forwarding and POP/IMAP -> Enable IMAP) then create an email client to connect to Gmail via IMAP. You need 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 all of them down, removing them through the cloud.
You’ll also have to get into your Label settings. There, you’ll find a list of your labels, and so on the correct-hand side can be a “Show in IMAP” setting. You need to make sure this really is checked and so the IMAP client can see the e-mail held in what it really will believe are folders. Yes, you can receive some message duplication, but it’s a backup, so who cares, right?
Just make sure you check your client configuration. A few of them have obscure settings to limit just how much of your own server-based mail it will download.
Really the only downside on this approach is you should leave a user-based application running on a regular basis to get the e-mail. But for those who have an extra PC somewhere or don’t mind having an extra app running on the desktop, it’s an adaptable, reliable, easy win.
Gmvault: Gmvault is actually a slick group of Python scripts that will run using Windows, Mac, and Linux and gives a variety of capabilities, including backing the entire Gmail archive and simply enabling you to move all of that email to another 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, so that you can easily schedule it and simply allow it to run without a lot of overhead. Also you can use it on one machine to backup a number of 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 you do is install this program, connect it in your Gmail, and download. It would do incremental downloads and also allow you to browse your downloaded email and attachments from the inside the app.
The company also provides a cloud backup solution, which listed as free, but in addition features a premium backup solution which increases storage beyond 3GB and enables you to select whether your computer data is stored in the united states 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 need a backup solution that goes beyond backing up individual Gmail accounts, this might work effectively to suit your needs. Additionally, it can backup Exchange, Office 365, as well as other IMAP-based email servers.
MailArchiver X: Next, we come to MailArchiver X, a $34.95 OS X-based solution. Even though this solution isn’t free, it’s got a few interesting things going for it. First, it doesn’t just archive Gmail data, it also archives local email clients too.
Somewhere on the backup disk, We have a pile of old Eudora email archives, and that 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 in the near future. But, hey, you can.
More to the stage, MailArchiver X can store your email in a range of formats, including PDF and in a FileMaker database. These two choices are huge for stuff like discovery proceedings.
If you ever need so that you can do really comprehensive email analysis, after which deliver email to clients or possibly a court, having a FileMaker database of your messages may well be a win. It’s been updated to get Sierra-compatible. Just get version 4. or greater.
Backupify: Finally with this category, I’m mentioning Backupify, even though it doesn’t really fit our topic. That’s because several of you may have suggested it. During the day, Backupify offered a no cost service backing up online services including Gmail to (apparently) Facebook. It provides since changed its model and it has moved decidedly up-market in to the G Suite and Salesforce world without any longer delivers a Gmail solution.
Our final category of solution is one-time backup snapshots. Rather than generating regular, incremental, updated backups, these approaches are great should you would like to buy your mail out from Gmail, either to move to a different one platform or to have a snapshot with time of the you have in your account.
Google Takeout: The best of your backup snapshot offerings will be the one offered by Google: Google Takeout. From your Google settings, you may export just about all of your respective Google data, across all your Google applications. Google Takeout dumps the information 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 after i moved from your third-party Exchange hosting provide to Office 365, and after that once i moved from Office 365 to save work emails. It’s worked well both times.
The company, disappointingly referred to as Wireload instead of, say, something from a classic Bruce Willis Die Hard movie, charges $15 per account being moved. I discovered the fee being definitely worth it, given its helpful support team and my need 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 number of Outlook’s helpful migration tools to help make the jump.
Coming from a Gmail backup perspective, you might not necessarily might like to do a lasting migration. Even so, these power tools can provide you with a terrific way to get a snapshot backup using a completely different cloud-based infrastructure for archival storage.
There may be one more approach you can utilize, which is technically not forwarding and is also somewhat more limited in comparison to the other on-the-fly approaches, nevertheless it works if you would like just grab a 22dexnpky section of your recent email, by way of example if you’re going on vacation or possibly a trip. I’m putting it in this particular section because it didn’t really fit anywhere better.
That’s Gmail Offline, based upon a Chrome browser plugin. As its name implies, Gmail Offline lets you deal with your recent (in regards to a month) email with out an energetic internet connection. It’s not necessarily a complete backup, but might prove ideal for those occasional if you simply wish quick, offline access to recent messages — both incoming and outgoing.