Some time ago, I moved off of Office 365 and Outlook and onto Gmail. Many of you thought I’d regret the move, but I need to tell you that Gmail is a huge nearly frictionless experience. I don’t think I’d ever return to by using a standalone email application. In fact, I’m moving several applications because i can on the cloud, just due to seamless benefits that provides.
Most of additionally you asked the one question that did have me a bit bothered: How to do backups of a Gmail account? While Google carries a strong track record of managing data, the actual fact remains that accounts may be hacked, and also the possibility does exist that someone could easily get locked out of a Gmail account.
Most of us have several years of mission-critical business and private history within our Gmail archives, and it’s a good idea to have a prepare for making regular backups. In this article (and its particular accompanying gallery), I will discuss a number of excellent approaches for backing the Gmail data.
By the way, I’m distinguishing Gmail from G Suite, 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 all things, that it makes sense to talk about Gmail by itself merits.
Overall, there are three main approaches: On-the-fly forwarding, download-and-archive, and periodic or one-time backup snapshots. I’ll discuss each approach consequently.
Possibly the easiest method of backup, if less secure or complete as opposed to others, is the on-the-fly forwarding approach. The thought here is that each and every message which comes into backup gmail is then forwarded or processed in some way, ensuring its availability as being an archive.
Before discussing the details about how precisely this works, let’s cover several of the disadvantages. First, if you do not start achieving this the instant you begin your Gmail usage, you simply will not have a complete backup. You’ll just have a backup of flow moving forward.
Second, while incoming mail can be preserved in another storage mechanism, none of your own outgoing email messages will probably be archived. Gmail doesn’t come with an “on send” filter.
Finally, there are numerous security issues involve with sending email messages with other sources, often in open and unencrypted text format.
Gmail forwarding filter: The particular easiest of the mechanisms is to create a filter in Gmail. Set it up to forward the only thing you email to a different one email account on a few other service. There you choose 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 comes 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 keep a copy in a second Google account and, for $8.33/mo, I have pretty good support from Google. The disadvantage of this, speaking personally, is just one of my many email addresses is archived using 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 to an SMTP server running at my hosting company, and so i experienced a server-side rule that sent every email message both to change and also to Gmail.
You may reverse this. You might send mail for a private domain with an SMTP server, but use another service (whether Office 365 or something that is free, like Outlook) like a backup destination.
Toward Evernote: Each Evernote account features a special current email address which you can use to mail things straight into your Evernote archive. This really is a variation in the Gmail forwarding filter, in this you’d still use Gmail to forward everything, but this time for the Evernote-provided current email address. Boom! Incoming mail stored in Evernote.
IFTTT to Dropbox (or Google Drive or OneNote, etc): Although this approach isn’t strictly forwarding, it’s another on-the-fly approach which offers a backup as the mail is available in. You will find a number of great rules that link Gmail to storage services like Dropbox, and you could use IFTTT.com to backup all your messages or perhaps incoming attachments to services like Dropbox.
In all these cases, you’re essentially moving one cloud email store to another one email store, so if you want something that you can physically control, let’s go onto the next strategy.
The download and archive group covers methods that get your message store (and all of your messages) from the cloud to a local machine. Consequently even though you lost your online connection, lost your Gmail account, or your online accounts got hacked, you’d have got a safe archive on your own local machine (and, perhaps, even supported to local, offline media).
Local email client software: Probably the most tried-and-true method for this really is by using a local email client program. It is possible to run everything from Thunderbird to Outlook to Apple Mail to an array 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) and after that create an email client to connect to Gmail via IMAP. You would like to use IMAP as an alternative to POP3 because IMAP will leave the messages around the server (within your Gmail archive), where POP3 will suck all of them down, removing them from your cloud.
You’ll also have to enter into your Label settings. There, you’ll find a listing of your labels, as well as on the correct-hand side can be a “Show in IMAP” setting. You must make certain this can be checked and so the IMAP client can easily see the e-mail held in exactly what it will believe are folders. Yes, you can find some message duplication, but it’s a backup, so who cares, right?
Just make sure you check your client configuration. A number of them have obscure settings that limit just how much of your respective server-based mail it will download.
The only real downside of this approach is you have to leave a user-based application running constantly to seize the e-mail. But when you have a spare PC somewhere or don’t mind getting an extra app running on your desktop, it’s a versatile, reliable, easy win.
Gmvault: Gmvault can be a slick set of Python scripts which will operate on Windows, Mac, and Linux and supplies a wide array of capabilities, including backing the entire Gmail archive and simply letting you move all of that email to a different Gmail account. Yep, this can be a workable solution for easily moving mail between accounts.
What’s nice about Gmvault is the fact it’s a command-line script, so that you can easily schedule it and merely let it run without excessive overhead. You can even use it on one machine to backup numerous accounts. Finally, it stores in multiple formats, including standard ones like .mbx that may 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 software, hook it up to 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 corporation even offers a cloud backup solution, which listed as free, but in addition comes with a premium backup solution which increases storage beyond 3GB and permits you to select whether your data is stored in america or EU.
Mailstore Home: One more free tool is Mailstore Home. Like Upsafe, Mailstore is Windows-only. Things I like about Mailstore is that it has business and service-provider bigger brothers, so if you prefer a backup solution that goes past backing up individual Gmail accounts, this could work well for you. Additionally, it can backup Exchange, Office 365, and various IMAP-based email servers.
MailArchiver X: Next, we visit MailArchiver X, a $34.95 OS X-based solution. Even though this solution isn’t free, it’s got a couple of interesting things opting for it. First, it doesn’t just archive Gmail data, in addition, it archives local email clients at the same time.
Somewhere on the backup disk, I actually have a pile of old Eudora email archives, and this could read them in and back them up. Naturally, basically if i haven’t needed those messages since 2002, it’s unlikely I’ll need them soon. But, hey, it is possible to.
More to the point, MailArchiver X can store your email in many different formats, including PDF and in a FileMaker database. These two alternatives are huge for things such as discovery proceedings.
If you need so that you can do really comprehensive email analysis, then deliver email to clients or perhaps a court, having a FileMaker database of the messages may well be a win. It’s been updated to be Sierra-compatible. Just get version 4. or greater.
Backupify: Finally with this category, I’m mentioning Backupify, even though it doesn’t really fit our topic. That’s because a lot of you might have suggested it. In 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 has moved decidedly up-market in the G Suite and Salesforce world with out longer offers a Gmail solution.
Our final group of solution are certainly one-time backup snapshots. As an alternative to generating regular, incremental, updated backups, these approaches are good should you only want to obtain your mail out from Gmail, either to move to a different one platform or to possess a snapshot with time of the things you have with your account.
Google Takeout: The simplest of your backup snapshot offerings is the one offered by Google: Google Takeout. From the Google settings, you are able to export just about all of your respective Google data, across all your Google applications. Google Takeout dumps your data either into 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 your 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 generally known as Wireload as an alternative to, say, something away from a vintage Bruce Willis Die Hard movie, charges $15 per account being moved. I discovered the fee to become definitely worth it, given its helpful support team and my need 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 some time I was moving from Office 365 to Gmail, Ed Bott moved from Gmail to Outlook. He used some of Outlook’s helpful migration tools to produce the jump.
From a Gmail backup perspective, you might not necessarily wish to accomplish a permanent migration. However, these power tools can give you a wonderful way to obtain a snapshot backup using a completely different cloud-based infrastructure for archival storage.
There is certainly one more approach you can utilize, which can be technically not forwarding and it is somewhat more limited compared to the other on-the-fly approaches, nevertheless it works if you want to just grab a 22dexnpky portion of your recent email, by way of example if you’re happening vacation or even a trip. I’m putting it within this section as 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 (with regards to a month) email without the need of an active connection to the internet. It’s not necessarily a total backup, but might prove useful for those occasional whenever you simply want quick, offline use of recent messages — both incoming and outgoing.