Some time ago, I moved off from Office 365 and Outlook and onto Gmail. Most of you thought I’d regret the move, nevertheless i must let you know that Gmail is a huge nearly frictionless experience. I don’t think I’d ever go back to utilizing a standalone email application. In reality, I’m moving as much applications while i can to the cloud, just because of the seamless benefits that offers.
Most of in addition, you asked normally the one question that did have me a bit bothered: How you can do backups of a Gmail account? While Google has a strong reputation of managing data, the actual fact remains that accounts may be hacked, and the possibility does exist that somebody might get locked away from a Gmail account.
Many people have many years of mission-critical business and personal history in your Gmail archives, and it’s a good idea to have a arrange for making regular backups. In this post (and its accompanying gallery), I am going to discuss a variety of excellent approaches for backing increase your Gmail data.
Furthermore, I’m distinguishing Gmail from G Suite, as there are a wide array of G Suite solutions. Even though Gmail will be the consumer offering, a lot of us use Gmail as our hub for all those things, that it makes sense to go about Gmail on its own merits.
Overall, you will find three main approaches: On-the-fly forwarding, download-and-archive, and periodic a treadmill-time backup snapshots. I’ll discuss each approach in turn.
Maybe the easiest way of backup, if less secure or complete than the others, may be the on-the-fly forwarding approach. The theory this is which every message that comes into backup email is then forwarded or processed somehow, ensuring its availability being an archive.
Before discussing the facts about how this works, let’s cover a number of the disadvantages. First, until you start achieving this once you begin your Gmail usage, you will not have got a complete backup. You’ll only have a backup of flow going forward.
Second, while incoming mail might 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 to many other sources, often in open and unencrypted text format.
Gmail forwarding filter: The really easiest of those mechanisms is to setup a filter in Gmail. Set it up to forward all that you email to a different one email account on some other service. There you go. Done.
G Suite forwarding: One particular way I grab all incoming mail to my corporate domain is using a G Suite account. My company-related email comes into the G Suite account, a filter is used, and that email is sent on its approach to my main Gmail account.
This gives two benefits. First, I have a copy in the second Google account and, for $8.33/mo, I have pretty decent support from Google. The downside of this, speaking personally, is simply one of my many email addresses is archived by using this method, without any 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 for an SMTP server running at my hosting company, and I possessed a server-side rule that sent every email message both to switch and to Gmail.
You are able to reverse this. You might send mail for any private domain to a SMTP server, but use another service (whether Office 365 or something that is free, like Outlook) like a backup destination.
To Evernote: Each Evernote account has a special e-mail 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 now on the Evernote-provided current email address. Boom! Incoming mail saved in Evernote.
IFTTT to Dropbox (or Google Drive or OneNote, etc): Even though this approach isn’t strictly forwarding, it’s another on-the-fly approach which offers a backup as the mail comes in. You will find 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 just 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 you can physically control, let’s go on the next strategy.
The download and archive group covers methods which get your message store (and all of your messages) in the cloud as a result of a local machine. Because of this even though you lost your internet connection, lost your Gmail account, or your online accounts got hacked, you’d have a safe archive on your local machine (and, perhaps, even supported to local, offline media).
Local email client software: Perhaps the most tried-and-true means for this really is employing a local email client program. You are able to run everything from Thunderbird to Outlook to Apple Mail to a wide range of traditional, old-school PC-based email clients.
All you should do is set up Gmail allowing for IMAP (Settings -> Forwarding and POP/IMAP -> Enable IMAP) then create 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 about the server (within your Gmail archive), where POP3 will suck them all down, removing them through the cloud.
You’ll must also go deep into your Label settings. There, you’ll find a listing of your labels, and on the best-hand side is actually a “Show in IMAP” setting. You must ensure this is certainly checked therefore the IMAP client will see the e-mail stored in what it really will believe 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 number of them have obscure settings that limit simply how much of your respective server-based mail it would download.
The sole downside with this approach is you need to leave a user-based application running constantly to get the email. But if you have a spare PC somewhere or don’t mind having an extra app running on your own desktop, it’s a flexible, reliable, easy win.
Gmvault: Gmvault is really a slick pair of Python scripts that can are powered by Windows, Mac, and Linux and gives a wide array of capabilities, including backing the entire Gmail archive and simply allowing you to move all that 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 that it’s a command-line script, in order to easily schedule it and just permit it to run without excessive overhead. Also you can apply it to one machine to backup several 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. The only thing you do is install this program, hook it up for your Gmail, and download. It is going to do incremental downloads and in many cases enable you to browse your downloaded email and attachments from the inside the app.
The business 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 data is stored in the US or EU.
Mailstore Home: One more free tool is Mailstore Home. Like Upsafe, Mailstore is Windows-only. What I like about Mailstore is it has business and repair-provider bigger brothers, so if you prefer a backup solution that goes past backing up individual Gmail accounts, this may work nicely to suit your needs. Additionally, it can backup Exchange, Office 365, and 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 number of interesting things opting for it. First, it doesn’t just archive Gmail data, furthermore, it archives local email clients also.
Somewhere with a backup disk, I actually 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 unlikely I’ll need them anytime soon. But, hey, you may.
More to the stage, MailArchiver X can store your email in a number of formats, including PDF and inside a FileMaker database. Those two alternatives are huge for things such as discovery proceedings.
Should you ever need so that you can do really comprehensive email analysis, after which deliver email to clients or a court, developing a FileMaker database of your respective messages might be a win. It’s been updated to get Sierra-compatible. Just try and get version 4. or greater.
Backupify: Finally just for this category, I’m mentioning Backupify, though it doesn’t really fit our topic. That’s because most of you have suggested it. Back into the day, Backupify offered a no cost service backing up online services ranging from Gmail to (apparently) Facebook. It provides since changed its model and contains moved decidedly up-market in the G Suite and Salesforce world with no longer offers a Gmail solution.
Our final class of solution are one-time backup snapshots. Instead of generating regular, incremental, updated backups, these approaches are great when you would like to obtain your mail away from Gmail, either to maneuver to a different one platform or to experience a snapshot with time of the you have with your account.
Google Takeout: The most basic from the backup snapshot offerings is definitely the one provided by Google: Google Takeout. From your Google settings, you are able to export almost all of the Google data, across all your Google applications. Google Takeout dumps the information either in your Google Drive or enables you to 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 then once i moved from Office 365 to save work emails. It’s worked well both times.
The organization, disappointingly referred to as Wireload as an alternative to, say, something out of a timeless Bruce Willis Die Hard movie, charges $15 per account being moved. I came across the charge being worth it, given its helpful support team and my want 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 used to be moving from Office 365 to Gmail, Ed Bott moved from Gmail to Outlook. He used a number of Outlook’s helpful migration tools to make the jump.
From your Gmail backup perspective, you will possibly not necessarily want to do a permanent migration. However, these power tools can provide you with a terrific way to get a snapshot backup by using a completely different cloud-based infrastructure for archival storage.
There exists one more 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, nevertheless it works if you would like just grab a 22dexnpky portion of your recent email, for instance if you’re taking place vacation or a trip. I’m putting it in this section because 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 deal with your recent (in regards to a month) email with out a lively web connection. It’s definitely not a whole backup, but might prove helpful for those occasional once you would just like quick, offline entry to recent messages — both incoming and outgoing.