A few years ago, I moved from Office 365 and Outlook and onto Gmail. Many of you thought I’d regret the move, having said that i have to explain how Gmail is a nearly frictionless experience. I don’t think I’d ever go back to by using a standalone email application. The truth is, I’m moving as much applications because i can for the cloud, just due to the seamless benefits which offers.
Many of you additionally asked usually the one question that did have us a bit bothered: How to do backups of your Gmail account? While Google has a strong history of managing data, the very fact remains that accounts may be hacked, and also the possibility does exist that someone could get locked from a Gmail account.
Many people have many years of mission-critical business and private history in our Gmail archives, and it’s a smart idea to have a arrange for making regular backups. In this post (as well as its accompanying gallery), I will discuss a number of excellent approaches for backing your Gmail data.
Furthermore, I’m distinguishing Gmail from G Suite, as there are a wide range of G Suite solutions. Even though Gmail is definitely the consumer offering, so many of us use Save emails to PDF as our hub for all those things, that it makes sense to talk about Gmail on its own 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.
Maybe the easiest method of backup, if less secure or complete than the others, is definitely the on-the-fly forwarding approach. The idea is that every message which comes into Gmail is then forwarded or processed in some manner, ensuring its availability as an archive.
Before discussing the facts regarding how this works, let’s cover a few of the disadvantages. First, unless you start achieving this when you begin your Gmail usage, you simply will not have got a complete backup. You’ll have only a backup of flow moving forward.
Second, while incoming mail might be preserved in another storage mechanism, none of your own outgoing email messages will be archived. Gmail doesn’t offer 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 very easiest of the mechanisms is to create a filter in Gmail. Set it to forward the only thing you email to a different one email account on a few other service. There you go. Done.
G Suite forwarding: One particular way I grab all incoming mail to my corporate domain is using a G Suite account. My company-related email comes into the G Suite account, a filter is used, which email is sent on its method to my main Gmail account.
This supplies two benefits. First, I have a copy in the second Google account and, for $8.33/mo, I have pretty decent support from Google. The problem with this, speaking personally, is simply one of my many contact information is archived applying 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 with an SMTP server running at my hosting company, and i also had a server-side rule that sent every email message both to Exchange and to Gmail.
It is possible to reverse this. You might also send mail for a private domain for an SMTP server, but use another service (whether Office 365 or something that is free, like Outlook.com) like a backup destination.
Forward to Evernote: Each Evernote account includes a special e-mail address that you can use to mail things right into your Evernote archive. This really is a variation in the Gmail forwarding filter, in that you’d still use Gmail to forward everything, but this time around towards the Evernote-provided e-mail 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 that offers a backup as your mail can be purchased in. There are a handful of great rules that link Gmail to storage services like Dropbox, and you could use IFTTT.com to backup all of your messages or simply incoming attachments to services like Dropbox.
In each of these cases, you’re essentially moving one cloud email store to another one email store, so when you want something that you can physically control, let’s go on to the next strategy.
The download and archive group covers methods which get your message store (and all of your messages) from your cloud as a result of a local machine. Because of this even if you lost your t0PDF connection, lost your Gmail account, or even your online accounts got hacked, you’d use a safe archive in your local machine (and, perhaps, even t0PDF approximately local, offline media).
Local email client software: Probably the most tried-and-true means for this is certainly employing a local email client program. You may run anything 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 established Gmail allowing for IMAP (Settings -> Forwarding and POP/IMAP -> Enable IMAP) after which set up an e-mail client for connecting to Gmail via IMAP. You would like to use IMAP rather than POP3 because IMAP will leave the messages about the server (in your Gmail archive), where POP3 will suck every one of them down, removing them in the cloud.
You’ll must also go deep into your Label settings. There, you’ll find a listing of your labels, as well as on the proper-hand side can be a “Show in IMAP” setting. You should be sure this can be checked and so the IMAP client can easily see the email saved 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 the client configuration. Some of them have obscure settings to limit the amount of your server-based mail it would download.
The only real downside of the approach is you have to leave an individual-based application running constantly to grab the email. But if you have a spare PC somewhere or don’t mind having an extra app running on the desktop, it’s an adaptable, reliable, easy win.
Gmvault: Gmvault is a slick group of Python scripts that may are powered by Windows, Mac, and Linux and provides a variety of capabilities, including backing your entire Gmail archive and easily allowing you to move everything email to a different one Gmail account. Yep, this really 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, to help you easily schedule it and just let it run without excessive overhead. You can 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 that you do is install this software, hook it up in your Gmail, and download. It will do incremental downloads and even permit you to browse your downloaded email and attachments from inside the app.
Upsafe isn’t as versatile as Gmvault, but it’s fast and painless.
The organization now offers a cloud backup solution, which listed as free, but in addition features a premium backup solution which increases storage beyond 3GB and permits you to select whether your data is stored in the usa or EU.
Mailstore Home: Yet another free tool is Mailstore Home. Like Upsafe, Mailstore is Windows-only. The Things I like about Mailstore is it has business and repair-provider bigger brothers, so if you prefer a backup solution that goes beyond backing up individual Gmail accounts, this may work effectively for you. In addition, it can backup Exchange, Office 365, as well as 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 a few interesting things choosing it. First, it doesn’t just archive Gmail data, it also archives local email clients as well.
Somewhere on a backup disk, We have a pile of old Eudora email archives, and this could read them in and back them up. Of course, basically if i haven’t needed those messages since 2002, it’s unlikely I’ll need them soon. But, hey, you are able to.
More to the stage, MailArchiver X can store your email in many different formats, including PDF and in the FileMaker database. Those two choices huge for stuff like discovery proceedings.
If you happen to need in order to do really comprehensive email analysis, then deliver email to clients or even a court, developing a FileMaker database of your own messages could be a win. It’s been updated to be Sierra-compatible. Just provide you with 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 many of you possess suggested it. Back into the day, Backupify offered a free of charge service backing up online services including Gmail to (apparently) Facebook. It has since changed its model and contains moved decidedly up-market into the G Suite and Salesforce world and no longer supplies a Gmail solution.
Our final type of solution is one-time backup snapshots. As an alternative to generating regular, incremental, updated backups, these approaches are good should you simply want to get your mail out of Gmail, either to maneuver to a different one platform or to experience a snapshot with time of the things you needed inside your account.
Google Takeout: The simplest from the backup snapshot offerings may be the one provided by Google: Google Takeout. From your Google settings, it is possible to export just about all of your Google data, across your Google applications. Google Takeout dumps the info either into the 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 once i moved from a third-party Exchange hosting provide to Office 365, then when I moved from Office 365 to Gmail. It’s worked well both times.
The company, disappointingly called Wireload rather than, say, something from a classic Bruce Willis Die Hard movie, charges $15 per account being moved. I came across the fee to be well worth it, given its helpful support team and my have 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 used to be moving from Office 365 to Gmail, Ed Bott moved from Gmail to Outlook. He used a number of Outlook’s helpful migration tools to create the jump.
From your Gmail backup perspective, you possibly will not necessarily might like to do a permanent migration. Even so, these tools can give you a wonderful way to have a snapshot backup using a completely different cloud-based infrastructure for archival storage.
There exists yet another approach you should use, that is technically not forwarding and is also somewhat more limited compared to the other on-the-fly approaches, however it works in order to just grab a fast portion of your recent email, for example if you’re taking place vacation or a trip. I’m putting it in this particular section as it didn’t really fit anywhere better.
That’s Gmail Offline, based 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 web connection. It’s certainly not a complete backup, but might prove ideal for those occasional once you simply want quick, offline use of recent messages — both incoming and outgoing.
One reason I really do large “survey” articles such as this is every person and company’s needs are not the same, and so each of these solutions might suit you best.
At Camp David, we use a variety of techniques. First, I have a variety of email accounts that forward to my main Gmail account, so each one keeps a t0PDF together with my primary Gmail account.
Then, I take advantage of Gmvault running being a scheduled command-line process to download regular updates of both my Gmail archive and my wife’s. Those downloads are then archived to my RAID Drobos, a 2nd tower backup disk array, and returning to the cloud using Crashplan.
While individual messages can be a royal pain to dig up as needed, We have at the very least five copies of almost each one of these, across a wide array of mediums, including one (and quite often two) which are usually air-gapped from the web.