Not too long ago, I moved from Office 365 and Outlook and onto Gmail. Most of you thought I’d regret the move, having said that i need to tell you that Gmail has been a nearly frictionless experience. I don’t think I’d ever get back to using a standalone email application. In reality, I’m moving several applications while i can towards the cloud, just due to seamless benefits that gives.
Many of you additionally asked the main one question that did have me a bit bothered: The way to do backups of your Gmail account? While Google has a strong reputation managing data, the simple fact remains that accounts could be hacked, and the possibility does exist that somebody could easily get locked out of a Gmail account.
A lot of us have several years of mission-critical business and personal history in our Gmail archives, and it’s a smart idea to have a arrange for making regular backups. In this post (and its accompanying gallery), I am going to discuss numerous excellent approaches for backing the Gmail data.
Furthermore, I’m distinguishing Gmail from G Suite, as there are a wide range of G Suite solutions. Although Gmail may be the consumer offering, so many of us use Gmail as our hub for many 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 therefore.
Probably the easiest way of backup, if less secure or complete as opposed to others, is the on-the-fly forwarding approach. The theory here is which every message which comes into backup email will then be forwarded or processed for some reason, ensuring its availability as an archive.
Before discussing the facts about how exactly this works, let’s cover a number of the disadvantages. First, except if you start doing this as soon as you begin your Gmail usage, you will not have got a complete backup. You’ll simply have a backup of flow going forward.
Second, while incoming mail may be preserved in another storage mechanism, none of your own outgoing email messages will likely be archived. Gmail doesn’t have 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 easiest of these mechanisms is to setup a filter in Gmail. Set it to forward the only thing you email to another one email account on various other service. There you are going. Done.
G Suite forwarding: One simple way I grab all incoming mail to my corporate domain is utilizing 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 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 have excellent support from Google. The problem with this, speaking personally, is only one of my many email addresses is archived employing this method, with out 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 with an SMTP server running at my hosting company, and that i had a server-side rule that sent every email message both to change as well as Gmail.
You can reverse this. You could also send mail for the private domain for an SMTP server, but use another service (whether Office 365 or anything free, like Outlook) as being a backup destination.
Forward to Evernote: Each Evernote account features a special email address which can be used to mail things directly into your Evernote archive. This really is a variation on the Gmail forwarding filter, because you’d still use Gmail to forward everything, but this time around for the Evernote-provided e-mail address. Boom! Incoming mail stored 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 as your mail will come in. You will find a bunch of great rules that link Gmail to storage services like Dropbox, and you could use IFTTT.com to backup all of your messages or perhaps incoming attachments to services like Dropbox.
In each one of 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 your messages) from the cloud as a result of a neighborhood machine. Which means that even though you lost your web connection, lost your Gmail account, or 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: Perhaps the most tried-and-true approach for this can be by using a local email client program. You are able to run anything from Thunderbird to Outlook to Apple Mail to a variety of traditional, old-school PC-based email clients.
All you have to do is placed Gmail to permit for IMAP (Settings -> Forwarding and POP/IMAP -> Enable IMAP) then create an e-mail client to connect to Gmail via IMAP. You wish to use IMAP instead of POP3 because IMAP will leave the messages on the server (with your Gmail archive), where POP3 will suck them down, removing them from your cloud.
You’ll must also go into your Label settings. There, you’ll find a long list of your labels, and also on the best-hand side is a “Show in IMAP” setting. You must ensure this really is checked hence the IMAP client can easily see the email stored in what it will think are folders. Yes, you may get some message duplication, but it’s a backup, so who cares, right?
Just be sure you look at the client configuration. A few of them have obscure settings that limit just how much of the server-based mail it would download.
The sole downside of the approach is you should leave a user-based application running on a regular basis to get the e-mail. But when you have a spare PC somewhere or don’t mind through an extra app running in your desktop, it’s a flexible, reliable, easy win.
Gmvault: Gmvault is a slick pair of Python scripts that may operate on Windows, Mac, and Linux and offers a variety of capabilities, including backing the entire Gmail archive and simply letting you move all that email to a different Gmail account. Yep, this is a workable solution for easily moving mail between accounts.
What’s nice about Gmvault is the fact that it’s a command-line script, so that you can easily schedule it and only permit it to run without a lot of overhead. You may also use it on one machine to backup several 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. All you could do is install this program, connect it for your Gmail, and download. It can do incremental downloads and even permit you to browse your downloaded email and attachments from within the app.
The corporation also provides a cloud backup solution, which listed as free, but additionally has a premium backup solution which increases storage beyond 3GB and allows you to select whether your information is stored in the united states 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 service-provider bigger brothers, so should you prefer a backup solution that surpasses backing up individual Gmail accounts, this could work well for yourself. Additionally, it can backup Exchange, Office 365, as well as 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 few interesting things selecting it. First, it doesn’t just archive Gmail data, additionally, it archives local email clients at the same time.
Somewhere on the backup disk, I actually have a pile of old Eudora email archives, which could read them in and back them up. Needless to say, generally if i haven’t needed those messages since 2002, it’s not likely I’ll need them soon. But, hey, it is possible to.
More to the level, MailArchiver X can store your email in a number of formats, including PDF and in a FileMaker database. These choices are huge for stuff like discovery proceedings.
If you happen to need to be able to do really comprehensive email analysis, and then deliver email to clients or a court, having a FileMaker database of your own messages can be quite a win. It’s been updated to be Sierra-compatible. Just get version 4. or greater.
Backupify: Finally for this category, I’m mentioning Backupify, though it doesn’t really fit our topic. That’s because many of you possess suggested it. Back into the day, Backupify offered a free service backing up online services which range from Gmail to (apparently) Facebook. They have since changed its model and it has moved decidedly up-market into the G Suite and Salesforce world with no longer offers a Gmail solution.
Our final type of solution are certainly one-time backup snapshots. As an alternative to generating regular, incremental, updated backups, these approaches are great if you only want to buy your mail out from Gmail, either to go to a different one platform or to get a snapshot soon enough of the you needed with your account.
Google Takeout: The most basic of the backup snapshot offerings may be the one provided by Google: Google Takeout. From your Google settings, you may export just about all of your respective Google data, across your entire 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 after i moved from the third-party Exchange hosting provide to Office 365, and then after i moved from Office 365 to save work emails. It’s worked well both times.
The company, disappointingly called Wireload as opposed to, say, something away from a vintage Bruce Willis Die Hard movie, charges $15 per account being moved. I stumbled upon the charge to become 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 had been moving from Office 365 to Gmail, Ed Bott moved from Gmail to Outlook. He used several of Outlook’s helpful migration tools to produce the jump.
From the Gmail backup perspective, you will possibly not necessarily want to do a permanent migration. Having said that, these tools can provide you with the best way to have a snapshot backup by using a very different cloud-based infrastructure for archival storage.
There is certainly one more approach you should use, that is technically not forwarding and is also somewhat more limited compared to other on-the-fly approaches, but it really works if you want to just grab a 22dexnpky part of your recent email, by way of example if you’re taking place vacation or possibly a trip. I’m putting it in this section because it didn’t really fit anywhere better.
That’s Gmail Offline, based upon a Chrome browser plugin. As its name implies, Gmail Offline lets you deal with your recent (with regards to a month) email without needing an energetic web connection. It’s definitely not a total backup, but might prove ideal for those occasional when you just want quick, offline access to recent messages — both incoming and outgoing.