A few years ago, I moved from Office 365 and Outlook and onto Gmail. A lot of you thought I’d regret the move, nevertheless i ought to let you know that Gmail has been a nearly frictionless experience. I don’t think I’d ever return to using a standalone email application. Actually, I’m moving as numerous applications when i can for the cloud, just due to the seamless benefits that provides.
Several of you additionally asked the main one question that did have me a bit bothered: The best way to do backups of any Gmail account? While Google carries a strong track record of managing data, the fact remains that accounts could be hacked, as well as the possibility does exist that someone could possibly get locked out from a Gmail account.
Many people have numerous years of mission-critical business and personal history in our Gmail archives, and it’s a good idea to have a policy for making regular backups. In this post (and its accompanying gallery), I will discuss numerous excellent approaches for backing your Gmail data.
Furthermore, I’m distinguishing Gmail from G Suite, because there are a wide range of G Suite solutions. Even though Gmail is definitely the consumer offering, a lot of us use Gmail as our hub for all those things, that it seems sensible to talk about Gmail alone 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 subsequently.
Probably the easiest way of backup, if less secure or complete than the others, will be the on-the-fly forwarding approach. The concept here is that each message that comes into backup gmail will then be forwarded or processed somehow, ensuring its availability as an archive.
Before discussing the facts about how exactly this works, let’s cover a number of the disadvantages. First, except if you start carrying this out as soon as you begin your Gmail usage, you will not possess 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 your own outgoing email messages is going to be archived. Gmail doesn’t provide 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 such mechanisms is to create a filter in Gmail. Set it up to forward all you email to a different email account on another service. There you choose to go. Done.
G Suite forwarding: One simple 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, which email is sent on its approach to my main Gmail account.
This supplies two benefits. First, I have a copy in a second Google account and, for $8.33/mo, I get excellent support from Google. The downside of this, speaking personally, is simply one of my many emails is archived employing 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 with an SMTP server running at my hosting company, and i also experienced a server-side rule that sent every email message both to Exchange as well as Gmail.
You can reverse this. You could also send mail for a private domain to a SMTP server, but use another service (whether Office 365 or something that is free, like Outlook) as a backup destination.
Forward to Evernote: Each Evernote account has a special e-mail address which can be used to mail things directly into your Evernote archive. This is a variation around the Gmail forwarding filter, because you’d still use Gmail to forward everything, but this period to the Evernote-provided current email address. Boom! Incoming mail held 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 provides a backup as the mail will come in. There are a number of great rules that link Gmail to storage services like Dropbox, and you may use IFTTT.com to backup all your messages or maybe incoming attachments to services like Dropbox.
In all these cases, you’re essentially moving one cloud email store to another one email store, when 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 of your messages) in the cloud to the local machine. Consequently although you may lost your online connection, lost your Gmail account, or even your online accounts got hacked, you’d have got a safe archive on the 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 are able to 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) and then setup an e-mail client to connect to Gmail via IMAP. You wish to use IMAP instead of POP3 because IMAP will leave the messages on the server (in your Gmail archive), where POP3 will suck them down, removing them from the cloud.
You’ll also have to enter into your Label settings. There, you’ll find a list of your labels, and on the correct-hand side is a “Show in IMAP” setting. You have to ensure this is checked therefore the IMAP client are able to see the email held 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 sure you examine your client configuration. A few of them have obscure settings that limit the amount of your server-based mail it would download.
The only real downside of the approach is you must leave a person-based application running on a regular basis to grab the email. But in case you have an extra PC somewhere or don’t mind through an extra app running in your desktop, it’s an adaptable, reliable, easy win.
Gmvault: Gmvault is really a slick set of Python scripts which will are powered by Windows, Mac, and Linux and provides a wide array of capabilities, including backing increase your entire Gmail archive and simply letting you move all of that email to a different one Gmail account. Yep, this really 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 only let it run without excessive overhead. You can also 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. All you could do is install this system, hook it up to the Gmail, and download. It would do incremental downloads and also allow 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 also has a premium backup solution which increases storage beyond 3GB and lets you select whether your data 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 that it has business and service-provider bigger brothers, so should you prefer a backup solution that surpasses backing up individual Gmail accounts, this might work nicely for you. Furthermore, it can backup Exchange, Office 365, along with other IMAP-based email servers.
MailArchiver X: Next, we arrived at MailArchiver X, a $34.95 OS X-based solution. Even though this solution isn’t free, it’s got several interesting things choosing it. First, it doesn’t just archive Gmail data, additionally, it archives local email clients also.
Somewhere on the backup disk, We have a pile of old Eudora email archives, which could read them in and back them up. Of course, if I haven’t needed those messages since 2002, it’s unlikely I’ll need them soon. But, hey, you may.
More to the stage, MailArchiver X can store your email in a range of formats, including PDF and in a FileMaker database. Both of these options are huge for things such as discovery proceedings.
If you need so that you can do really comprehensive email analysis, after which deliver email to clients or a court, possessing a FileMaker database of the messages could be a win. It’s been updated to be Sierra-compatible. Just try and 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 have suggested it. In the day, Backupify offered a totally free service backing up online services starting from Gmail to (apparently) Facebook. It has since changed its model and contains moved decidedly up-market into the G Suite and Salesforce world without any longer supplies a Gmail solution.
Our final category of solution are one-time backup snapshots. As opposed to generating regular, incremental, updated backups, these approaches are perfect if you simply want to get the mail away from Gmail, either to go to a different one platform or to possess a snapshot in time of the things you experienced inside your account.
Google Takeout: The simplest in the backup snapshot offerings may be the one supplied by Google: Google Takeout. Through your Google settings, you may export just about all of your Google data, across all of your Google applications. Google Takeout dumps the information either into the 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 as i moved from your third-party Exchange hosting provide to Office 365, and after that as i moved from Office 365 to save work emails. It’s worked well both times.
The company, disappointingly called Wireload instead of, say, something out of a traditional Bruce Willis Die Hard movie, charges $15 per account being moved. I stumbled upon the fee to become definitely worth it, given its helpful support team and my have to make somewhat 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 the time I used to be moving from Office 365 to Gmail, Ed Bott moved from Gmail to Outlook. He used a few of Outlook’s helpful migration tools to make the jump.
From the Gmail backup perspective, you might not necessarily wish to accomplish a permanent migration. Having said that, these power tools can give you a terrific way to get a snapshot backup by using a completely different cloud-based infrastructure for archival storage.
There is another approach you may use, which happens to be technically not forwarding which is somewhat more limited in comparison to the other on-the-fly approaches, however it works if you would like just grab a 22dexnpky section of your recent email, for instance if you’re happening vacation or a trip. I’m putting it with this section mainly because 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 deal with your recent (regarding a month) email without the need of an active connection to the internet. It’s certainly not a total backup, but might prove useful for those occasional when you simply want quick, offline use of recent messages — both incoming and outgoing.