Not too long ago, I moved away from Office 365 and Outlook and onto Gmail. Many of you thought I’d regret the move, having said that i have to tell you that Gmail is a huge nearly frictionless experience. I don’t think I’d ever get back to utilizing a standalone email application. Actually, I’m moving as many applications when i can towards the cloud, just as a result of seamless benefits that offers.
Several of additionally you asked the main one question that did have us a bit bothered: The best way to do backups of the Gmail account? While Google carries a strong reputation managing data, the very fact remains that accounts could possibly be hacked, along with the possibility does exist that someone could easily get locked out of a Gmail account.
Many people have several years of mission-critical business and private history within our Gmail archives, and it’s a great idea to have a prepare for making regular backups. In this article (and its accompanying gallery), I will discuss several excellent approaches for backing your Gmail data.
By the way, I’m distinguishing Gmail from G Suite, seeing as there are a variety of G Suite solutions. Though Gmail may be 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 consequently.
Probably the easiest means of backup, if less secure or complete than the others, will be the on-the-fly forwarding approach. The thought the following is that each message that comes into backup gmail is going to be forwarded or processed for some reason, ensuring its availability as an archive.
Before discussing the details about how exactly this works, let’s cover some of the disadvantages. First, unless you start carrying this out when you begin your Gmail usage, you simply will not have got a complete backup. You’ll have only a backup of flow going forward.
Second, while incoming mail may be preserved in another storage mechanism, none of the outgoing email messages will likely be archived. Gmail doesn’t offer 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 really easiest of these mechanisms is to setup a filter in Gmail. Set it to forward all that you email to another email account on a few other service. There you go. Done.
G Suite forwarding: One particular way I grab all incoming mail to my corporate domain is employing a G Suite account. My company-related email enters into the G Suite account, a filter is applied, and therefore email is sent on its method to my main Gmail account.
This provides two benefits. First, I have a copy in the second Google account and, for $8.33/mo, I recieve pretty good support from Google. The drawback to this, speaking personally, is just one of my many contact information is archived by using this method, with no 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 to a SMTP server running at my hosting company, and that i experienced a server-side rule that sent every email message both to switch and to Gmail.
You can reverse this. You might send mail for a private domain with an SMTP server, but use another service (whether Office 365 or something free, like Outlook) as being 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 is a variation in the Gmail forwarding filter, because you’d still use Gmail to forward everything, but now on the Evernote-provided current email 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 which offers a backup for your mail comes in. There are a bunch 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 each one of these cases, you’re essentially moving one cloud email store to a different email store, 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 all sorts of your messages) from the cloud to a neighborhood machine. Consequently although you may lost your web 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: Perhaps the most tried-and-true means for this is certainly utilizing 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 should do is set up Gmail to allow for IMAP (Settings -> Forwarding and POP/IMAP -> Enable IMAP) after which create an email client in order to connect to Gmail via IMAP. You wish to use IMAP as opposed to 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 also need to get into your Label settings. There, you’ll find a summary of your labels, and also on the best-hand side is really a “Show in IMAP” setting. You must be sure this is certainly checked therefore the IMAP client will see the e-mail stored in just 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. Some of them have obscure settings that limit the amount of your respective server-based mail it is going to download.
The sole downside on this approach is you should leave a person-based application running at all times to grab the e-mail. But in case you have a spare PC somewhere or don’t mind through an extra app running on your own desktop, it’s a versatile, reliable, easy win.
Gmvault: Gmvault is a slick pair of Python scripts that can run on Windows, Mac, and Linux and supplies a wide array of capabilities, including backing up your entire Gmail archive and simply helping you to move everything email to another 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, to help you easily schedule it and just allow it run without excessive overhead. You can also apply it to one machine to backup a number 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 program, hook it up to your Gmail, and download. It will do incremental downloads as well as let you browse your downloaded email and attachments from the inside the app.
The corporation also provides a cloud backup solution, which listed as free, but also features a premium backup solution which increases storage beyond 3GB and permits you to select whether your data is stored in the united states or EU.
Mailstore Home: An additional 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 prefer a backup solution that goes beyond backing up individual Gmail accounts, it might work well for yourself. It also can backup Exchange, Office 365, along with 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 couple of interesting things going for it. First, it doesn’t just archive Gmail data, additionally, it archives local email clients also.
Somewhere over a backup disk, I have a pile of old Eudora email archives, and that 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 in the near future. But, hey, it is possible to.
More to the level, MailArchiver X can store your email in a range of formats, including PDF and inside a FileMaker database. Both of these options are huge for things such as discovery proceedings.
If you ever need in order to do really comprehensive email analysis, and after that deliver email to clients or possibly a court, possessing a FileMaker database of the messages may well be a win. It’s been updated being Sierra-compatible. Just make sure you 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 a lot of you have suggested it. Back in the day, Backupify offered a free of charge service backing up online services which range from Gmail to (apparently) Facebook. They have since changed its model and has moved decidedly up-market to the G Suite and Salesforce world without any longer supplies 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 just want to get your mail out of Gmail, either to move to a different platform or to have a snapshot soon enough of the things you had in your account.
Google Takeout: The best of your backup snapshot offerings is the one provided by Google: Google Takeout. Through your Google settings, you may export almost all of your respective Google data, across all your Google applications. Google Takeout dumps the data either in 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 when I moved from a third-party Exchange hosting provide to Office 365, and after that when I moved from Office 365 to save work emails. It’s worked well both times.
The organization, disappointingly known as Wireload instead of, say, something from a traditional Bruce Willis Die Hard movie, charges $15 per account being moved. I came across the fee being worth it, given its helpful support team and my desire to make a bit of a pain from myself until I knew every email message had made the trip successfully.
Backup via migration to Outlook.com: At roughly enough time I had been moving from Office 365 to Gmail, Ed Bott moved from Gmail to Outlook. He used a number of Outlook’s helpful migration tools to create the jump.
From a Gmail backup perspective, you possibly will not necessarily wish to accomplish a permanent migration. However, these tools can provide a terrific way to get a snapshot backup utilizing a totally different cloud-based infrastructure for archival storage.
There exists yet another approach you should use, that is technically not forwarding which is somewhat more limited in comparison to the other on-the-fly approaches, but it really works if you wish to just grab a 22dexnpky percentage of your recent email, for instance if you’re occurring vacation or even a trip. I’m putting it in this section mainly 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 work with your recent (about a month) email without having an energetic web connection. It’s not necessarily a complete backup, but might prove ideal for those occasional when you simply want quick, offline use of recent messages — both incoming and outgoing.