Some time ago, I moved from Office 365 and Outlook and onto Gmail. Many of you thought I’d regret the move, nevertheless i have to let you know that Gmail is a huge nearly frictionless experience. I don’t think I’d ever return to employing a standalone email application. The truth is, I’m moving as numerous applications as I can on the cloud, just due to the seamless benefits that gives.
A lot of you also asked the main one question that did have us a bit bothered: The way to do backups of the Gmail account? While Google carries a strong track record of managing data, the very fact remains that accounts might be hacked, along with the possibility does exist that someone could easily get locked out of a Gmail account.
Many people have numerous years of mission-critical business and private history within our Gmail archives, and it’s a great idea to have got a arrange for making regular backups. In this article (and its particular accompanying gallery), I am going to discuss a variety of excellent approaches for backing increase your Gmail data.
Anyway, I’m distinguishing Gmail from G Suite, seeing as there are a variety of G Suite solutions. Though Gmail is definitely the consumer offering, a lot of us use Gmail as our hub for all things, that it seems sensible to go about Gmail naturally merits.
Overall, there are actually three main approaches: On-the-fly forwarding, download-and-archive, and periodic a treadmill-time backup snapshots. I’ll discuss each approach in turn.
Maybe the easiest method of backup, if less secure or complete as opposed to others, is definitely the on-the-fly forwarding approach. The thought here is that each message that comes into backup email is going to be forwarded or processed somehow, ensuring its availability as an archive.
Before discussing the specifics about how this works, let’s cover a few of the disadvantages. First, until you start doing this as soon as you begin your Gmail usage, you will not have got 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 the outgoing email messages will likely be archived. Gmail doesn’t provide an “on send” filter.
Finally, there are several 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 set up a filter in Gmail. Set it up to forward all you could email to a different email account on another service. There you go. Done.
G Suite forwarding: One easy 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, and this email is sent on its way to my main Gmail account.
This supplies two benefits. First, I keep a copy inside a second Google account and, for $8.33/mo, I get pretty decent support from Google. The downside of this, speaking personally, is simply one of my many email addresses is archived by 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 a SMTP server running at my hosting company, and so i experienced a server-side rule that sent every email message both to switch as well as to Gmail.
It is possible to reverse this. You might also send mail to get a private domain to a SMTP server, but use another service (whether Office 365 or something free, like Outlook) as being a backup destination.
Forward to Evernote: Each Evernote account has a special current email address that you can use to mail things right into your Evernote archive. This is a variation in the Gmail forwarding filter, because you’d still use Gmail to forward everything, but this time to the Evernote-provided e-mail address. Boom! Incoming mail kept 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 that offers a backup for your mail will come in. There is a number of great rules that link Gmail to storage services like Dropbox, and you can use IFTTT.com to backup your messages or simply 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 onto the next strategy.
The download and archive group covers methods that will get your message store (and all sorts of your messages) from your cloud as a result of a local machine. Because of this even when you lost your online connection, lost your Gmail account, or even your online accounts got hacked, you’d possess a safe archive on the local machine (and, perhaps, even backed up to local, offline media).
Local email client software: Maybe the most tried-and-true means for this can be by using a local email client program. You can run everything from Thunderbird to Outlook to Apple Mail to a variety of traditional, old-school PC-based email clients.
All you need to do is to establish Gmail to enable for IMAP (Settings -> Forwarding and POP/IMAP -> Enable IMAP) then put in place an email client in order to connect to Gmail via IMAP. You wish to use IMAP instead of POP3 because IMAP will leave the messages about the server (inside your Gmail archive), where POP3 will suck every one of them down, removing them from the 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 proper-hand side is really a “Show in IMAP” setting. You should make certain this is certainly checked and so the IMAP client will see the e-mail kept in what it really will believe are folders. Yes, you can find some message duplication, but it’s a backup, so who cares, right?
Just make sure you look at your client configuration. A few of them have obscure settings that limit the amount of of the server-based mail it would download.
The only real downside of this approach is you must leave a user-based application running at all times to get the e-mail. But if you have an extra PC somewhere or don’t mind having an extra app running in your desktop, it’s a versatile, reliable, easy win.
Gmvault: Gmvault can be a slick group of Python scripts that will operate on Windows, Mac, and Linux and provides a variety of capabilities, including backing your entire Gmail archive and simply helping you to move everything email to another one Gmail account. Yep, it 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 allow it to run without an excessive amount of overhead. You can even use it on one machine to backup a variety of accounts. Finally, it stores in multiple formats, including standard ones like .mbx that could 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 the program, hook it up to the Gmail, and download. It will do incremental downloads and also enable you to browse your downloaded email and attachments from within the app.
The organization even 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 computer 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 it has business and service-provider bigger brothers, so if you need a backup solution that surpasses backing up individual Gmail accounts, it might work efficiently for you personally. It also can backup Exchange, Office 365, and various 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 several interesting things going for it. First, it doesn’t just archive Gmail data, in addition, it archives local email clients also.
Somewhere on the backup disk, I have a pile of old Eudora email archives, and also this could read them in and back them up. Obviously, generally if i haven’t needed those messages since 2002, it’s not likely I’ll need them in the near future. But, hey, you are able to.
More to the stage, MailArchiver X can store your email in many different formats, including PDF and within a FileMaker database. Both of these options are huge for things such as discovery proceedings.
If you happen to need so as to do really comprehensive email analysis, and then deliver email to clients or possibly a court, using a FileMaker database of your own messages may well be a win. It’s been updated to be Sierra-compatible. Just provide you with version 4. or greater.
Backupify: Finally just 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 free 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 to the G Suite and Salesforce world with out longer delivers a Gmail solution.
Our final group of solution are one-time backup snapshots. Rather than generating regular, incremental, updated backups, these approaches are good when you would like to get the mail out of Gmail, either to advance to a different one platform or to experience a snapshot soon enough of the you have with your account.
Google Takeout: The most basic in the backup snapshot offerings may be the one supplied by Google: Google Takeout. Out of your Google settings, you can export just about all of the Google data, across your Google applications. Google Takeout dumps the information either into the Google Drive or lets you 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, and then once i moved from Office 365 to save work emails. It’s worked well both times.
The company, disappointingly known as Wireload as opposed to, say, something out of a traditional Bruce Willis Die Hard movie, charges $15 per account being moved. I came across the charge to be definitely worth it, given its helpful support team and my have to make somewhat 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 enough time I found myself 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.
Coming from a Gmail backup perspective, you will possibly not necessarily might like to do a permanent migration. Even so, these power tools can present you with a wonderful way to get a snapshot backup employing a different cloud-based infrastructure for archival storage.
There is one more approach you should use, which can be technically not forwarding and is somewhat more limited in comparison to the other on-the-fly approaches, however it works if you wish to just grab a 22dexnpky percentage of your recent email, by way of example if you’re going on vacation or possibly a trip. I’m putting it within this section since it didn’t really fit anywhere better.
That’s Gmail Offline, depending on a Chrome browser plugin. As its name implies, Gmail Offline lets you deal with your recent (regarding a month) email without needing an energetic internet connection. It’s definitely not a whole backup, but might prove helpful for those occasional whenever you would just like quick, offline access to recent messages — both incoming and outgoing.