Some time ago, I moved from Office 365 and Outlook and onto Gmail. Many of you thought I’d regret the move, however i must inform you that Gmail is a nearly frictionless experience. I don’t think I’d ever go back to utilizing a standalone email application. Actually, I’m moving several applications when i can on the cloud, just due to the seamless benefits that offers.
Several of in addition, you asked the one question that did have me a bit bothered: The best way to do backups of your Gmail account? While Google features a strong track record of managing data, the simple fact remains that accounts could possibly be hacked, along with the possibility does exist that someone could possibly get locked from a Gmail account.
Many of us have several years of mission-critical business and personal history within our Gmail archives, and it’s a great idea to possess a plan for making regular backups. In the following paragraphs (and its accompanying gallery), I will discuss a variety of excellent approaches for backing your Gmail data.
By the way, I’m distinguishing Gmail from G Suite, since there are a wide range of G Suite solutions. Although Gmail is the consumer offering, a lot of us use Gmail as our hub for many things, that it makes sense to discuss Gmail naturally merits.
Overall, there are three main approaches: On-the-fly forwarding, download-and-archive, and periodic a treadmill-time backup snapshots. I’ll discuss each approach in turn.
Possibly the easiest way of backup, if less secure or complete as opposed to others, will be the on-the-fly forwarding approach. The idea the following is that each and every message that comes into backup gmail will then be forwarded or processed in some way, ensuring its availability as an archive.
Before discussing the important points about how exactly this works, let’s cover several of the disadvantages. First, if you do not start carrying this out when you begin your Gmail usage, you will not have got a complete backup. You’ll only have a backup of flow going forward.
Second, while incoming mail could 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 lots of security issues involve with sending email messages to many other sources, often in open and unencrypted text format.
Gmail forwarding filter: The particular easiest of such mechanisms is to set up a filter in Gmail. Set it up to forward all you email to a different 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 enters into the G Suite account, a filter is used, and that email is sent on its method to my main Gmail account.
This provides you with two benefits. First, I have a copy within a second Google account and, for $8.33/mo, I become pretty decent support from Google. The drawback to this, speaking personally, is simply one of my many emails is archived using this method, with no mail I send is stored.
SMTP server forwarding rules: For your 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 enjoyed a server-side rule that sent every email message both to change and to Gmail.
You can reverse this. You could also send mail to get a private domain for an SMTP server, but use another service (whether Office 365 or something that is free, like Outlook) like a backup destination.
To Evernote: Each Evernote account includes a special current email address which you can use to mail things directly into your Evernote archive. This really is a variation on the Gmail forwarding filter, in this you’d still use Gmail to forward everything, but this time around to the Evernote-provided email address. Boom! Incoming mail held in Evernote.
IFTTT to Dropbox (or Google Drive or OneNote, etc): Even if this approach isn’t strictly forwarding, it’s another on-the-fly approach that provides a backup as the mail is available in. There are a number of great rules that link Gmail to storage services like Dropbox, and you will use IFTTT.com to backup all of your messages or just incoming attachments to services like Dropbox.
In each one of these cases, you’re essentially moving one cloud email store to another email store, so when you want something you can physically control, let’s go to the next strategy.
The download and archive group covers methods that will get your message store (and all of your messages) through the cloud right down to a local machine. Which means that even when you lost your online connection, lost your Gmail account, or even your online accounts got hacked, you’d have got a safe archive on your own local machine (and, perhaps, even backed up to local, offline media).
Local email client software: Perhaps the most tried-and-true method for this is utilizing a local email client program. It is possible to run anything from Thunderbird to Outlook to Apple Mail to a variety of traditional, old-school PC-based email clients.
All you should do is established Gmail to enable for IMAP (Settings -> Forwarding and POP/IMAP -> Enable IMAP) and after that set up a message client for connecting to Gmail via IMAP. You need to use IMAP instead of POP3 because IMAP will leave the messages on the server (in your Gmail archive), where POP3 will suck all of them down, removing them through the cloud.
You’ll should also go into your Label settings. There, you’ll find a long list of your labels, and also on the best-hand side is actually a “Show in IMAP” setting. You should make sure this really is checked therefore the IMAP client can see the e-mail held in what it really will think are folders. Yes, you may get some message duplication, but it’s a backup, so who cares, right?
Just make sure you examine your client configuration. Some of them have obscure settings to limit just how much of your own server-based mail it would download.
The sole downside of this approach is you have to leave an end user-based application running all the time to get the email. But in case you have an extra PC somewhere or don’t mind getting an extra app running on the desktop, it’s a versatile, reliable, easy win.
Gmvault: Gmvault can be a slick set of Python scripts that will are powered by Windows, Mac, and Linux and supplies an array of capabilities, including backing up your entire Gmail archive and easily enabling you to move everything that email to another 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, to help you easily schedule it and just allow it run without a lot of overhead. You can even apply it to 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. All you could do is install this system, hook it up for your Gmail, and download. It would do incremental downloads as well as allow you to browse your downloaded email and attachments from inside the app.
The corporation even offers a cloud backup solution, which listed as free, but also 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: Another free tool is Mailstore Home. Like Upsafe, Mailstore is Windows-only. A Few Things I like about Mailstore is it has business and repair-provider bigger brothers, so should you prefer a backup solution that goes past backing up individual Gmail accounts, this may work well for you personally. Additionally, it can backup Exchange, Office 365, along with other IMAP-based email servers.
MailArchiver X: Next, we come to MailArchiver X, a $34.95 OS X-based solution. Even though this solution isn’t free, it’s got several interesting things selecting it. First, it doesn’t just archive Gmail data, in addition, it archives local email clients too.
Somewhere on the backup disk, I have a pile of old Eudora email archives, and that could read them in and back them up. Obviously, basically 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 stage, MailArchiver X can store your email in a range of formats, including PDF and within a FileMaker database. Those two choices huge for things like discovery proceedings.
If you ever need to be able to do really comprehensive email analysis, after which deliver email to clients or even a court, having a FileMaker database of your own messages could be a win. It’s been updated to be Sierra-compatible. Just make sure you get version 4. or greater.
Backupify: Finally for this particular category, I’m mentioning Backupify, though it doesn’t really fit our topic. That’s because a lot of you may have suggested it. During the day, Backupify offered a free service backing up online services ranging from Gmail to (apparently) Facebook. They have since changed its model and contains moved decidedly up-market in to the G Suite and Salesforce world with out longer supplies a Gmail solution.
Our final type of solution are one-time backup snapshots. As opposed to generating regular, incremental, updated backups, these approaches are great if you simply want to obtain your mail away from Gmail, either to maneuver to another one platform or to experience a snapshot soon enough of the items you needed inside your account.
Google Takeout: The simplest in the backup snapshot offerings will be the one provided by Google: Google Takeout. From your Google settings, it is possible to export almost all of your own Google data, across all your Google applications. Google Takeout dumps the info 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 when I moved from the third-party Exchange hosting provide to Office 365, after which when I moved from Office 365 to save work emails. It’s worked well both times.
The company, disappointingly known as Wireload as an alternative to, say, something away from a classic Bruce Willis Die Hard movie, charges $15 per account being moved. I discovered the fee being worth it, given its helpful support team and my desire to make somewhat of a pain from myself until I knew every email message had made the trip successfully.
Backup via migration to Outlook.com: At roughly enough time I was moving from Office 365 to Gmail, Ed Bott moved from Gmail to Outlook. He used several of Outlook’s helpful migration tools to help make the jump.
Coming from a Gmail backup perspective, you possibly will not necessarily need to do a lasting migration. However, these tools can provide you with a terrific way to have a snapshot backup utilizing a totally different cloud-based infrastructure for archival storage.
There is an additional approach you may use, which is technically not forwarding and it is somewhat more limited compared to the other on-the-fly approaches, but it works if you want to just grab a 22dexnpky percentage of your recent email, for instance if you’re happening vacation or perhaps a trip. I’m putting it in 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 (with regards to a month) email without needing a dynamic internet access. It’s certainly not a complete backup, but might prove useful for those occasional whenever you simply want quick, offline usage of recent messages — both incoming and outgoing.