Not long ago, I moved away from Office 365 and Outlook and onto Gmail. Most of you thought I’d regret the move, however i need to inform you that Gmail is a huge nearly frictionless experience. I don’t think I’d ever get back to employing a standalone email application. In fact, I’m moving several applications as I can towards the cloud, just as a result of seamless benefits that gives.
Several of you additionally asked usually the one question that did have me a bit bothered: The best way to do backups of your Gmail account? While Google has a strong reputation managing data, the actual fact remains that accounts could possibly be hacked, as well as the possibility does exist that someone could get locked out of a Gmail account.
Most of us have many years of mission-critical business and private history in our Gmail archives, and it’s a great idea to possess a prepare for making regular backups. In this post (and its accompanying gallery), I will discuss a number of excellent approaches for backing your Gmail data.
Incidentally, I’m distinguishing Gmail from G Suite, since there are a variety of G Suite solutions. Though Gmail may 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 by itself 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 in turn.
Maybe the easiest means of backup, if less secure or complete than the others, may be the on-the-fly forwarding approach. The theory the following is that each message that comes into backup email will then be forwarded or processed in some manner, ensuring its availability being an archive.
Before discussing the important points about how this works, let’s cover several of the disadvantages. First, unless you start accomplishing this the instant you begin your Gmail usage, you will not use a complete backup. You’ll only have a backup of flow going forward.
Second, while incoming mail may be preserved in another storage mechanism, none of your respective outgoing email messages will likely be archived. Gmail doesn’t come with 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 such mechanisms is to put together a filter in Gmail. Set it to forward the only thing you email to another one email account on various other service. There you decide 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, which email is sent on its way to my main Gmail account.
This provides two benefits. First, I keep a copy inside a second Google account and, for $8.33/mo, I have very good support from Google. The downside of this, speaking personally, is just one of my many emails is archived using this method, and 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 with an SMTP server running at my hosting company, and I enjoyed a server-side rule that sent every email message both to Exchange and also to Gmail.
You can reverse this. You might 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 being a backup destination.
Toward Evernote: Each Evernote account includes a special email address that you can use to mail things straight into your Evernote archive. This really is a variation about the Gmail forwarding filter, for the reason that you’d still use Gmail to forward everything, but this period to the Evernote-provided 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. You can find a bunch of great rules that link Gmail to storage services like Dropbox, and you can 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 a different one email store, when you want something you can physically control, let’s go on to the next strategy.
The download and archive group covers methods which get your message store (and all sorts of your messages) from the cloud as a result of a local machine. Because of this even if you lost your internet connection, lost your Gmail account, or maybe your online accounts got hacked, you’d possess a safe archive in your local machine (and, perhaps, even supported to local, offline media).
Local email client software: Perhaps the most tried-and-true means for this is certainly using a local email client program. You can run everything from Thunderbird to Outlook to Apple Mail to a wide array of traditional, old-school PC-based email clients.
All you need to do is placed Gmail to allow for IMAP (Settings -> Forwarding and POP/IMAP -> Enable IMAP) and then set up an email client in order to connect to Gmail via IMAP. You want to use IMAP instead of POP3 because IMAP will leave the messages in the server (inside your Gmail archive), where POP3 will suck them all down, removing them from your cloud.
You’ll also need to go into your Label settings. There, you’ll find a long list of your labels, and also on the correct-hand side can be a “Show in IMAP” setting. You need to ensure this really is checked therefore the IMAP client will see the email stored in exactly what it will believe are folders. Yes, you may get some message duplication, but it’s a backup, so who cares, right?
Just make sure you look at your client configuration. A number of them have obscure settings to limit the amount of the server-based mail it is going to download.
The sole downside of the approach is you should leave an end user-based application running at all times to grab the e-mail. But for those who have an extra PC somewhere or don’t mind through an extra app running on your desktop, it’s an adaptable, reliable, easy win.
Gmvault: Gmvault is actually a slick set of Python scripts that will are powered by Windows, Mac, and Linux and supplies a variety of capabilities, including backing the entire Gmail archive and easily helping you to move all of that email to another one Gmail account. Yep, this is a workable solution for easily moving mail between accounts.
What’s nice about Gmvault is that it’s a command-line script, so you can easily schedule it and merely permit it to run without a lot of overhead. You can also use it on one machine to backup numerous 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, connect it to your Gmail, and download. It will do incremental downloads as well as enable you to browse your downloaded email and attachments from within the app.
The organization also provides a cloud backup solution, which listed as free, and also has a premium backup solution which increases storage beyond 3GB and lets you 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 that it has business and service-provider bigger brothers, so should you prefer a backup solution that goes beyond backing up individual Gmail accounts, this might work efficiently for you personally. In addition, 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 if this solution isn’t free, it’s got a couple of interesting things choosing it. First, it doesn’t just archive Gmail data, it also archives local email clients as well.
Somewhere with a backup disk, We have a pile of old Eudora email archives, which could read them in and back them up. Of course, basically if i haven’t needed those messages since 2002, it’s unlikely I’ll need them in the near future. But, hey, you are able to.
More to the point, MailArchiver X can store your email in a variety of formats, including PDF and within a FileMaker database. These choices huge for stuff like discovery proceedings.
If you ever need to be able to do really comprehensive email analysis, and then deliver email to clients or a court, having a FileMaker database of the messages might be a win. It’s been updated being Sierra-compatible. Just provide you with version 4. or greater.
Backupify: Finally for this category, I’m mentioning Backupify, even though it doesn’t really fit our topic. That’s because several of you possess suggested it. In the day, Backupify offered a totally free service backing up online services including Gmail to (apparently) Facebook. They have since changed its model and it has moved decidedly up-market into the G Suite and Salesforce world and no longer delivers a Gmail solution.
Our final type of solution is one-time backup snapshots. As an alternative to generating regular, incremental, updated backups, these approaches are great in the event you just want to obtain your mail out of Gmail, either to advance to a different platform or to get a snapshot in time of the things you experienced in your account.
Google Takeout: The simplest of your backup snapshot offerings may be the one given by Google: Google Takeout. From your Google settings, you can export almost all of your respective Google data, across your entire Google applications. Google Takeout dumps the data 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 after i moved from a third-party Exchange hosting provide to Office 365, after which when I moved from Office 365 to save work emails. It’s worked well both times.
The corporation, disappointingly generally known as Wireload rather than, say, something from a classic Bruce Willis Die Hard movie, charges $15 per account being moved. I found the charge to become worth it, given its helpful support team and my have 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 the time I was moving from Office 365 to Gmail, Ed Bott moved from Gmail to Outlook. He used several of Outlook’s helpful migration tools to make the jump.
From a Gmail backup perspective, you will possibly not necessarily want to do a permanent migration. Having said that, these power tools can give you the best way to get a snapshot backup by using a totally different cloud-based infrastructure for archival storage.
There may be another approach you may use, which happens to be technically not forwarding which is somewhat more limited than the other on-the-fly approaches, but it really works if you want to just grab a 22dexnpky part of your recent email, for example if you’re going on vacation or even a trip. I’m putting it with this section as it didn’t really fit anywhere better.
That’s Gmail Offline, according to a Chrome browser plugin. As the name implies, Gmail Offline lets you deal with your recent (regarding a month) email with out a lively internet access. It’s definitely not a whole backup, but might prove a good choice for those occasional whenever you simply wish quick, offline entry to recent messages — both incoming and outgoing.