Some time ago, I moved away from Office 365 and Outlook and onto Gmail. Many of you thought I’d regret the move, however i have to tell you that Gmail is a nearly frictionless experience. I don’t think I’d ever go back to employing a standalone email application. The truth is, I’m moving as numerous applications while i can to the cloud, just as a result of seamless benefits which offers.
Most of additionally you asked the one question that did have us a bit bothered: The best way to do backups of any Gmail account? While Google has a strong track record of managing data, the simple fact remains that accounts could be hacked, as well as the possibility does exist that someone might get locked out of a Gmail account.
Most of us have numerous years of mission-critical business and private history in your Gmail archives, and it’s smart to have a policy for making regular backups. On this page (and its particular accompanying gallery), I am going to discuss numerous excellent approaches for backing increase your Gmail data.
Anyway, I’m distinguishing Gmail from G Suite, since there are a variety of G Suite solutions. Despite the fact that Gmail is the consumer offering, so many of us use Gmail as our hub for all those things, that it makes sense to discuss 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.
Probably the easiest method of backup, if less secure or complete as opposed to others, will be the on-the-fly forwarding approach. The thought this is which every message that comes into backup gmail will be forwarded or processed somehow, ensuring its availability as an archive.
Before discussing the specifics regarding how this works, let’s cover several of the disadvantages. First, until you start carrying this out when 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 may be preserved in another storage mechanism, none of your outgoing email messages will likely be archived. Gmail doesn’t come with an “on send” filter.
Finally, there are numerous security issues involve with sending email messages for some other sources, often in open and unencrypted text format.
Gmail forwarding filter: The particular easiest of such mechanisms is to create a filter in Gmail. Set it to forward all you email to another email account on another service. There you choose to 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, which email is sent on its method to my main Gmail account.
This gives two benefits. First, I keep a copy in the second Google account and, for $8.33/mo, I recieve excellent support from Google. The downside of this, speaking personally, is just one of my many contact information is archived employing this method, with out 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 for an SMTP server running at my hosting company, and I possessed a server-side rule that sent every email message both to switch as well as Gmail.
It is possible to reverse this. You may also send mail for a private domain with an SMTP server, but use another service (whether Office 365 or something that is free, like Outlook) as a backup destination.
To Evernote: Each Evernote account features a special e-mail address which can be used to mail things straight into your Evernote archive. This can be a variation on the Gmail forwarding filter, for the reason that you’d still use Gmail to forward everything, but now towards the Evernote-provided e-mail address. Boom! Incoming mail saved 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 that gives a backup as your mail is available in. There are a handful of great rules that link Gmail to storage services like Dropbox, and you may use IFTTT.com to backup all your messages or simply incoming attachments to services like Dropbox.
In each one of these cases, you’re essentially moving one cloud email store to a different one email store, if you want something 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 your messages) from the cloud as a result of a neighborhood machine. Consequently even though you lost your internet connection, lost your Gmail account, or maybe your online accounts got hacked, you’d use a safe archive on your own local machine (and, perhaps, even supported to local, offline media).
Local email client software: Possibly the most tried-and-true approach for this is employing a local email client program. It is possible to run everything from Thunderbird to Outlook to Apple Mail to a wide range of traditional, old-school PC-based email clients.
All that you should do is set up Gmail to allow for IMAP (Settings -> Forwarding and POP/IMAP -> Enable IMAP) then create an email client to connect to Gmail via IMAP. You wish to use IMAP instead of POP3 because IMAP will leave the messages around the server (with your Gmail archive), where POP3 will suck every one of them down, removing them from your cloud.
You’ll also need to go deep into your Label settings. There, you’ll find a long list of your labels, and also on the proper-hand side is really a “Show in IMAP” setting. You need to make certain this is checked hence the IMAP client can easily see the e-mail held in what it really will think 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. Some of them have obscure settings to limit just how much of your respective server-based mail it will download.
Really the only downside on this approach is you need to leave a person-based application running all the time to grab the email. But for those who have a spare PC somewhere or don’t mind having an extra app running on your own desktop, it’s a flexible, reliable, easy win.
Gmvault: Gmvault can be a slick pair of Python scripts that will operate on Windows, Mac, and Linux and gives a wide array 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 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, to help you easily schedule it and merely let it run without an excessive amount of overhead. You may also use it on 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 that you do is install this system, connect it for your Gmail, and download. It would do incremental downloads and in many cases allow you to browse your downloaded email and attachments from the inside the app.
The business also offers a cloud backup solution, which listed as free, but in addition comes with a premium backup solution which increases storage beyond 3GB and allows you to select whether your data is stored in the usa or EU.
Mailstore Home: An additional free tool is Mailstore Home. Like Upsafe, Mailstore is Windows-only. Things I like about Mailstore is that it has business and repair-provider bigger brothers, so if you want a backup solution that goes past backing up individual Gmail accounts, this might work nicely to suit your needs. In addition, 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 if this solution isn’t free, it’s got a number of interesting things choosing it. First, it doesn’t just archive Gmail data, furthermore, it archives local email clients as well.
Somewhere on the backup disk, We have a pile of old Eudora email archives, and also this could read them in and back them up. Obviously, if I haven’t needed those messages since 2002, it’s not likely I’ll need them anytime soon. But, hey, you are able to.
More to the point, MailArchiver X can store your email in a range of formats, including PDF and within a FileMaker database. These two options are huge for things such as discovery proceedings.
If you ever need so as to do really comprehensive email analysis, then deliver email to clients or possibly a court, having a FileMaker database of the messages may well be a win. It’s been updated being Sierra-compatible. Just provide you with version 4. or greater.
Backupify: Finally with this category, I’m mentioning Backupify, although it doesn’t really fit our topic. That’s because a lot of you might have suggested it. In the day, Backupify offered a free service backing up online services ranging from Gmail to (apparently) Facebook. They have since changed its model and it has moved decidedly up-market to the G Suite and Salesforce world with no longer supplies a Gmail solution.
Our final group of solution are one-time backup snapshots. As an alternative to generating regular, incremental, updated backups, these approaches are good in the event you would like to obtain your mail from Gmail, either to advance to a different one platform or to get a snapshot with time of the items you needed with your account.
Google Takeout: The best of the backup snapshot offerings may be the one given by Google: Google Takeout. Out of your Google settings, you are able to export just about all of your respective Google data, across your entire Google applications. Google Takeout dumps the information 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 as i moved coming from a third-party Exchange hosting provide to Office 365, after which after i moved from Office 365 to save work emails. It’s worked well both times.
The business, disappointingly known as Wireload as opposed to, say, something from a vintage Bruce Willis Die Hard movie, charges $15 per account being moved. I discovered the charge being well worth it, given its helpful support team and my desire to make a bit 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 found myself moving from Office 365 to Gmail, Ed Bott moved from Gmail to Outlook. He used a number of Outlook’s helpful migration tools to make the jump.
From your Gmail backup perspective, you possibly will not necessarily need to do a permanent migration. Having said that, these tools can give you the best way to get yourself a snapshot backup using a very different cloud-based infrastructure for archival storage.
There exists another approach you can utilize, which is technically not forwarding and is somewhat more limited in comparison to the other on-the-fly approaches, nevertheless it works if you wish to just grab a 22dexnpky part of your recent email, by way of example if you’re happening vacation or perhaps a trip. I’m putting it with this section 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 (regarding a month) email with out a dynamic internet access. It’s certainly not an entire backup, but might prove a good choice for those occasional if you simply want quick, offline access to recent messages — both incoming and outgoing.