Not long ago, I moved off of Office 365 and Outlook and onto Gmail. Several of you thought I’d regret the move, having said that i must tell you that Gmail is a huge nearly frictionless experience. I don’t think I’d ever go back to by using a standalone email application. Actually, I’m moving several applications when i can for the cloud, just due to seamless benefits that offers.
Most of additionally you asked the one question that did have us a bit bothered: How you can do backups of any Gmail account? While Google includes a strong reputation managing data, the actual fact remains that accounts could be hacked, as well as the possibility does exist that someone could possibly get locked away from a Gmail account.
Many of us have years of mission-critical business and private history in our Gmail archives, and it’s a great idea to have a policy for making regular backups. On this page (and its particular accompanying gallery), I am going to discuss a variety of excellent approaches for backing your Gmail data.
Furthermore, I’m distinguishing Gmail from G Suite, because there are a wide array of G Suite solutions. Although Gmail is the consumer offering, a lot of us use Gmail as our hub for all those things, that it makes sense to talk about Gmail by itself merits.
Overall, you can find three main approaches: On-the-fly forwarding, download-and-archive, and periodic or one-time backup snapshots. I’ll discuss each approach therefore.
Probably the easiest method of backup, if less secure or complete than the others, will be the on-the-fly forwarding approach. The idea this is that each and every message that comes into backup gmail will be forwarded or processed for some reason, ensuring its availability as an archive.
Before discussing the specifics regarding how this works, let’s cover some of the disadvantages. First, except if you start carrying this out the instant you begin your Gmail usage, you simply will not possess a complete backup. You’ll only have a backup of flow moving forward.
Second, while incoming mail might be preserved in another storage mechanism, none of your outgoing email messages is going to be archived. Gmail doesn’t offer an “on send” filter.
Finally, there are many security issues involve with sending email messages for some 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 to forward all you email to another email account on various other service. There you choose to go. Done.
G Suite forwarding: One easy way I grab all incoming mail to my corporate domain is utilizing a G Suite account. My company-related email comes into the G Suite account, a filter is applied, and therefore email is sent on its strategy to my main Gmail account.
This gives two benefits. First, I keep a copy within a second Google account and, for $8.33/mo, I recieve pretty decent support from Google. The disadvantage of this, speaking personally, is only one of my many emails is archived applying this method, with no 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 for an SMTP server running at my hosting company, and i also possessed a server-side rule that sent every email message both to Exchange as well as Gmail.
It is possible to reverse this. You might also send mail for any private domain with an SMTP server, but use another service (whether Office 365 or anything free, like Outlook) being a backup destination.
Toward Evernote: Each Evernote account has a special email address that can be used to mail things directly into your Evernote archive. This is a variation about the Gmail forwarding filter, in that you’d still use Gmail to forward everything, but this time towards the Evernote-provided current email address. Boom! Incoming mail held 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 for your mail can be purchased in. You can find a number of great rules that link Gmail to storage services like Dropbox, and you may use IFTTT.com to backup your entire 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, if you want something that you can physically control, let’s go 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 down to a local machine. Because of this although you may 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 backed up to local, offline media).
Local email client software: Perhaps the most tried-and-true method for this really is by using a local email client program. You can run anything from Thunderbird to Outlook to Apple Mail to an array of traditional, old-school PC-based email clients.
All you need to do is set up Gmail to enable for IMAP (Settings -> Forwarding and POP/IMAP -> Enable IMAP) then setup an e-mail client for connecting to Gmail via IMAP. You want to use IMAP rather than POP3 because IMAP will leave the messages about the server (within your Gmail archive), where POP3 will suck every one of them down, removing them from your cloud.
You’ll must also go deep into your Label settings. There, you’ll find a summary of your labels, and so on the best-hand side is actually a “Show in IMAP” setting. You should make certain this is certainly checked so the IMAP client are able to see the e-mail saved in what it will believe are folders. Yes, you can find some message duplication, but it’s a backup, so who cares, right?
Just be sure you check your client configuration. Many of them have obscure settings that limit the amount of of your server-based mail it is going to download.
The only real downside with this approach is you should leave an individual-based application running constantly to seize the email. But when you have an extra PC somewhere or don’t mind having an extra app running on the desktop, it’s a flexible, reliable, easy win.
Gmvault: Gmvault is really a slick set of Python scripts which will run on Windows, Mac, and Linux and gives a variety of capabilities, including backing the entire Gmail archive and simply allowing you to move everything email to another one Gmail account. Yep, this really is a workable solution for easily moving mail between accounts.
What’s nice about Gmvault is that it’s a command-line script, in order to easily schedule it and simply let it run without a lot of overhead. You can even apply it to one machine to backup a variety of 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 do is install this system, hook it up to your Gmail, and download. It would do incremental downloads and also enable you to browse your downloaded email and attachments from within the app.
The business also offers a cloud backup solution, which listed as free, but in addition includes 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: 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 if you want a backup solution that goes past backing up individual Gmail accounts, this might work well to suit your needs. In addition, it can backup Exchange, Office 365, and 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 a few interesting things going for it. First, it doesn’t just archive Gmail data, in addition, it archives local email clients too.
Somewhere with a backup disk, We have a pile of old Eudora email archives, which could read them in and back them up. Needless to say, if I haven’t needed those messages since 2002, it’s not likely I’ll need them soon. But, hey, you are able to.
More to the point, MailArchiver X can store your email in a variety of formats, including PDF and in the FileMaker database. These choices huge for things like discovery proceedings.
If you ever need to be able to do really comprehensive email analysis, and after that deliver email to clients or even a court, having a FileMaker database of the messages may well be a win. It’s been updated to become Sierra-compatible. Just make sure you get version 4. or greater.
Backupify: Finally with this category, I’m mentioning Backupify, though it doesn’t really fit our topic. That’s because a lot of you may 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. It offers since changed its model and it has moved decidedly up-market in the G Suite and Salesforce world with out longer offers a Gmail solution.
Our final category of solution is one-time backup snapshots. As opposed to generating regular, incremental, updated backups, these approaches are excellent if you would like to get the mail out of Gmail, either to go to another one platform or to get a snapshot with time of what you have in your account.
Google Takeout: The easiest in the backup snapshot offerings will be the one supplied by Google: Google Takeout. From your Google settings, you are able to export almost all of your respective Google data, across all of your Google applications. Google Takeout dumps the information 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 as i moved from a third-party Exchange hosting provide to Office 365, after which as i moved from Office 365 to save work emails. It’s worked well both times.
The company, disappointingly generally known as Wireload as opposed to, say, something out from a classic Bruce Willis Die Hard movie, charges $15 per account being moved. I came across the fee to be well worth it, given its helpful support team and my desire to make a bit of a pain out of myself until I knew every email message had made the trip successfully.
Backup via migration to Outlook.com: At roughly some time I had been moving from Office 365 to Gmail, Ed Bott moved from Gmail to Outlook. He used some of Outlook’s helpful migration tools to create the jump.
From a Gmail backup perspective, you possibly will not necessarily need to do a permanent migration. Even so, these power tools can provide a wonderful way to get a snapshot backup using a very different cloud-based infrastructure for archival storage.
There may be yet another approach you may use, which can be technically not forwarding and it is somewhat more limited compared to the other on-the-fly approaches, however it works if you wish to just grab a 22dexnpky part of your recent email, by way of example if you’re taking place vacation or even a trip. I’m putting it in this section since it didn’t really fit anywhere better.
That’s Gmail Offline, based on a Chrome browser plugin. As its name implies, Gmail Offline lets you work with your recent (regarding a month) email without needing an energetic internet access. It’s certainly not an entire backup, but might prove ideal for those occasional when you just want quick, offline usage of recent messages — both incoming and outgoing.