Not long ago, I moved off from Office 365 and Outlook and onto Gmail. Most of you thought I’d regret the move, however i must let you know that Gmail has become a nearly frictionless experience. I don’t think I’d ever return to by using a standalone email application. In fact, I’m moving as many applications when i can to the cloud, just as a result of seamless benefits that offers.
Most of additionally you asked usually the one question that did have me a bit bothered: The way to do backups of a Gmail account? While Google carries a strong history of managing data, the very fact remains that accounts may be hacked, as well as the possibility does exist that someone could easily get locked out of a Gmail account.
A lot of us have numerous years of mission-critical business and private history within our Gmail archives, and it’s a good idea to possess a policy for making regular backups. In this post (as well as its accompanying gallery), I will discuss several excellent approaches for backing the Gmail data.
Incidentally, I’m distinguishing Gmail from G Suite, as there are a wide array of G Suite solutions. Though Gmail will be the consumer offering, so many of us use Save emails to PDF as our hub for all things, that it makes sense to go over 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 consequently.
Probably the easiest method of backup, if less secure or complete as opposed to others, is definitely the on-the-fly forwarding approach. The thought is that every message that comes into Gmail will be forwarded or processed in some manner, ensuring its availability as an archive.
Before discussing the details about how exactly this works, let’s cover a number of the disadvantages. First, if you do not start achieving this the instant you begin your Gmail usage, you simply will not have a complete backup. You’ll just have a backup of flow moving forward.
Second, while incoming mail can be preserved in another storage mechanism, none of the outgoing email messages will probably be archived. Gmail doesn’t have an “on send” filter.
Finally, there are lots of security issues involve with sending email messages to many other sources, often in open and unencrypted text format.
Gmail forwarding filter: The very easiest of the mechanisms is to create a filter in Gmail. Set it up to forward all you 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 employing a G Suite account. My company-related email makes the G Suite account, a filter is used, and this email is sent on its way to my main Gmail account.
This provides you with two benefits. First, I have a copy within a second Google account and, for $8.33/mo, I recieve very good support from Google. The drawback to this, speaking personally, is only one of my many email addresses is archived by using this method, with out 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 with an SMTP server running at my hosting company, and I enjoyed a server-side rule that sent every email message both to switch as well as Gmail.
You can reverse this. You might send mail to get a private domain to an SMTP server, but use another service (whether Office 365 or anything free, like Outlook.com) like a backup destination.
Forward to Evernote: Each Evernote account includes a special current email address that can be used to mail things directly into your Evernote archive. This can be a variation around the Gmail forwarding filter, for the reason that you’d still use Gmail to forward everything, but now to the Evernote-provided current 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 that provides a backup as the mail will come in. There are 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 every one of these cases, you’re essentially moving one cloud email store to another one email store, so if you want something that you can physically control, let’s go on the next strategy.
The download and archive group covers methods that get your message store (and all your messages) in the cloud right down to a nearby machine. This means that although you may lost your t0PDF connection, lost your Gmail account, or perhaps your online accounts got hacked, you’d have got a safe archive on your own local machine (and, perhaps, even t0PDF around local, offline media).
Local email client software: Perhaps the most tried-and-true approach for this really is using a local email client program. It is possible to run anything from Thunderbird to Outlook to Apple Mail to an array of traditional, old-school PC-based email clients.
All that you should do is placed Gmail to allow for IMAP (Settings -> Forwarding and POP/IMAP -> Enable IMAP) after which put in place a message client to get in touch to Gmail via IMAP. You would like to use IMAP rather than POP3 because IMAP will leave the messages around the server (inside your Gmail archive), where POP3 will suck them down, removing them from the cloud.
You’ll also have to go deep into your Label settings. There, you’ll find a list of your labels, and on the proper-hand side is a “Show in IMAP” setting. You must make sure this is certainly checked therefore the IMAP client will see the email kept in what it really will think are folders. Yes, you might get some message duplication, but it’s a backup, so who cares, right?
Just be certain you examine your client configuration. A few of them have obscure settings to limit the amount of your own server-based mail it is going to download.
Really the only downside of the approach is you need to leave an end user-based application running on a regular basis to seize the e-mail. But when 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 is actually a slick pair of Python scripts that can run using Windows, Mac, and Linux and gives a wide range of capabilities, including backing increase your entire Gmail archive and simply letting you move everything email to another Gmail account. Yep, it is 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 merely allow it to run without excessive overhead. You can also use it on one machine to backup a variety 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 software, connect it to the Gmail, and download. It is going to do incremental downloads and even allow you to browse your downloaded email and attachments from inside the app.
Upsafe isn’t as versatile as Gmvault, but it’s fast and painless.
The corporation now offers a cloud backup solution, which listed as free, but in addition features a premium backup solution which increases storage beyond 3GB and permits you to select whether your computer data is stored in the united states or EU.
Mailstore Home: One more free tool is Mailstore Home. Like Upsafe, Mailstore is Windows-only. What I like about Mailstore is that it has business and repair-provider bigger brothers, so should you prefer a backup solution that goes past backing up individual Gmail accounts, this could work effectively for you personally. Furthermore, it 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 if this solution isn’t free, it’s got a few interesting things selecting it. First, it doesn’t just archive Gmail data, in addition, it archives local email clients too.
Somewhere with a backup disk, I have a pile of old Eudora email archives, and also this could read them in and back them up. Of course, basically if i haven’t needed those messages since 2002, it’s not likely I’ll need them anytime soon. But, hey, you are able to.
More to the level, MailArchiver X can store your email in many different formats, including PDF and inside a FileMaker database. These two options are huge for things such as discovery proceedings.
If you need in order to do really comprehensive email analysis, then deliver email to clients or even a court, having a FileMaker database of your own messages could be a win. It’s been updated to become Sierra-compatible. Just make sure you get version 4. or greater.
Backupify: Finally for this category, I’m mentioning Backupify, though it doesn’t really fit our topic. That’s because most of you possess suggested it. Back in the day, Backupify offered a totally free service backing up online services starting from Gmail to (apparently) Facebook. It offers since changed its model and has moved decidedly up-market in the G Suite and Salesforce world and no longer provides a Gmail solution.
Our final class of solution are certainly one-time backup snapshots. Instead of generating regular, incremental, updated backups, these approaches are perfect when you would like to buy your mail out of Gmail, either to move to another platform or to experience a snapshot over time of the you experienced inside your account.
Google Takeout: The easiest of your backup snapshot offerings may be the one supplied by Google: Google Takeout. From your Google settings, you may export almost all of your Google data, across your entire Google applications. Google Takeout dumps the information either to your Google Drive or allows 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 the third-party Exchange hosting provide to Office 365, and after that as i moved from Office 365 to Gmail. It’s worked well both times.
The corporation, disappointingly generally known as Wireload instead of, say, something away from a traditional Bruce Willis Die Hard movie, charges $15 per account being moved. I found the charge being definitely worth it, given its helpful support team and my desire 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 time I had been moving from Office 365 to Gmail, Ed Bott moved from Gmail to Outlook. He used a few of Outlook’s helpful migration tools to produce the jump.
From the Gmail backup perspective, you might not necessarily want to do a permanent migration. Even so, these tools can provide you with the best way to get yourself a snapshot backup using a completely different cloud-based infrastructure for archival storage.
There exists yet another approach you may use, that is technically not forwarding and is also somewhat more limited compared to the other on-the-fly approaches, nevertheless it works if you want to just grab a quick section of your recent email, as an example if you’re occurring vacation or a trip. I’m putting it within 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 work with your recent (in regards to a month) email with out a dynamic internet access. It’s not necessarily a whole backup, but might prove ideal for those occasional when you just want quick, offline use of recent messages — both incoming and outgoing.
One good reason I do large “survey” articles such as this is that every person and company’s needs are very different, and thus each of these solutions might suit you better.
At Camp David, we use a combination of techniques. First, I have a variety of email accounts that toward my main Gmail account, so each of them keeps a t0PDF in addition to my primary Gmail account.
Then, I take advantage of Gmvault running like a scheduled command-line process to download regular updates of both my Gmail archive and my wife’s. Those downloads are then archived to my RAID Drobos, a second tower backup disk array, and straight back to the cloud using Crashplan.
While individual messages could be a royal pain to dig up if required, I actually have at least five copies of virtually every one, across a wide range of mediums, including one (and often two) which can be usually air-gapped from the internet.