Some time ago, I moved away from Office 365 and Outlook and onto Gmail. A lot of you thought I’d regret the move, but I need to tell you that Gmail has been a nearly frictionless experience. I don’t think I’d ever go back to utilizing a standalone email application. In reality, I’m moving several applications when i can on the cloud, just due to the seamless benefits that offers.
Most of you additionally asked the main one question that did have us a bit bothered: The way to do backups of any Gmail account? While Google features a strong reputation of managing data, the actual fact remains that accounts might be hacked, as well as the possibility does exist that somebody could easily get locked out of a Gmail account.
Many people have many years of mission-critical business and private history inside our Gmail archives, and it’s smart to have got a policy for making regular backups. In the following paragraphs (and its accompanying gallery), I will discuss a number of excellent approaches for backing the Gmail data.
Furthermore, I’m distinguishing Gmail from G Suite, as there are a variety of G Suite solutions. Despite the fact that Gmail will be the consumer offering, so many of us use Save emails to PDF as our hub for all things, that it seems sensible to go about Gmail on its own merits.
Overall, you will find three main approaches: On-the-fly forwarding, download-and-archive, and periodic or one-time backup snapshots. I’ll discuss each approach therefore.
Maybe the easiest way of backup, if less secure or complete than the others, may be the on-the-fly forwarding approach. The idea the following is that each and every message which comes into Gmail is then forwarded or processed in some way, ensuring its availability being an archive.
Before discussing the details about how this works, let’s cover some of the disadvantages. First, unless you start accomplishing this as soon as you begin your Gmail usage, you simply will not possess a complete backup. You’ll simply 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 be archived. Gmail doesn’t offer 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 very easiest of such mechanisms is to set up a filter in Gmail. Set it to forward all that you email to another one email account on various other service. There you decide to go. Done.
G Suite forwarding: One particular way I grab all incoming mail to my corporate domain is applying a G Suite account. My company-related email makes the G Suite account, a filter is applied, and therefore email is sent on its way to my main Gmail account.
This gives two benefits. First, I have a copy inside a second Google account and, for $8.33/mo, I become pretty decent support from Google. The downside of this, speaking personally, is just one of my many emails is archived employing 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 with an SMTP server running at my hosting company, and so i enjoyed a server-side rule that sent every email message both to change as well as to Gmail.
You are able to reverse this. You may also send mail for any private domain with 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 has a special email address which can be used to mail things straight into your Evernote archive. This is a variation on the Gmail forwarding filter, in this you’d still use Gmail to forward everything, but this time around for the Evernote-provided email address. Boom! Incoming mail saved in Evernote.
IFTTT to Dropbox (or Google Drive or OneNote, etc): While this approach isn’t strictly forwarding, it’s another on-the-fly approach that provides a backup as your mail will come in. There are a bunch of great rules that link Gmail to storage services like Dropbox, and you can use IFTTT.com to backup your messages or maybe incoming attachments to services like Dropbox.
In every one of these cases, you’re essentially moving one cloud email store to another email store, if you want something you can physically control, let’s go onto the next strategy.
The download and archive group covers methods that get your message store (and all of your messages) from your cloud to a neighborhood machine. Which means that although you may lost your t0PDF connection, lost your Gmail account, or maybe your online accounts got hacked, you’d possess a safe archive on your own local machine (and, perhaps, even t0PDF around local, offline media).
Local email client software: Probably the most tried-and-true means for this is by using a local email client program. You can run everything from Thunderbird to Outlook to Apple Mail to a wide array of traditional, old-school PC-based email clients.
All you need to do is placed Gmail to enable for IMAP (Settings -> Forwarding and POP/IMAP -> Enable IMAP) and after that put in place a message client in order to connect to Gmail via IMAP. You need to use IMAP as opposed to POP3 because IMAP will leave the messages on the server (in your Gmail archive), where POP3 will suck every one of them down, removing them in the cloud.
You’ll also need to go into your Label settings. There, you’ll find a list of your labels, and on the best-hand side is really a “Show in IMAP” setting. You should make sure this can be checked therefore the IMAP client will see the email stored in just what it will believe are folders. Yes, you might get some message duplication, but it’s a backup, so who cares, right?
Just make sure you examine your client configuration. A number of them have obscure settings that limit simply how much of your own server-based mail it will download.
The only real downside with this approach is you must leave an individual-based application running on a regular basis to seize the email. But for those who have a spare PC somewhere or don’t mind getting an extra app running on your own desktop, it’s a versatile, reliable, easy win.
Gmvault: Gmvault can be a slick pair of Python scripts that will run on Windows, Mac, and Linux and supplies an array of capabilities, including backing the entire Gmail archive and simply enabling you to move everything that 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, so you can easily schedule it and only allow it to run without excessive overhead. You can even use it on one machine to backup several 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 you do is install the program, hook it up to your Gmail, and download. It is going to do incremental downloads and even let you browse your downloaded email and attachments from within the app.
Upsafe isn’t as versatile as Gmvault, but it’s quick and painless.
The company even offers a cloud backup solution, which listed as free, but additionally comes with a premium backup solution which increases storage beyond 3GB and allows you to select whether your information is stored in the usa or EU.
Mailstore Home: An additional free tool is Mailstore Home. Like Upsafe, Mailstore is Windows-only. What I like about Mailstore is it has business and service-provider bigger brothers, so should you prefer a backup solution that goes past backing up individual Gmail accounts, this could work efficiently for you. It also can backup Exchange, Office 365, and other IMAP-based email servers.
MailArchiver X: Next, we visit MailArchiver X, a $34.95 OS X-based solution. Even if this solution isn’t free, it’s got several interesting things choosing it. First, it doesn’t just archive Gmail data, furthermore, it archives local email clients too.
Somewhere over a backup disk, We have a pile of old Eudora email archives, and also this could read them in and back them up. Naturally, basically if i haven’t needed those messages since 2002, it’s not likely I’ll need them anytime soon. But, hey, it is possible to.
More to the stage, MailArchiver X can store your email in many different formats, including PDF and in a FileMaker database. These choices are huge for such things as discovery proceedings.
If you happen to need in order to do really comprehensive email analysis, and after that deliver email to clients or a court, using a FileMaker database of your messages can be quite a win. It’s been updated to be Sierra-compatible. Just try and get version 4. or greater.
Backupify: Finally for this particular category, I’m mentioning Backupify, although it doesn’t really fit our topic. That’s because several of you have suggested it. Back in the day, Backupify offered a totally free service backing up online services ranging from Gmail to (apparently) Facebook. It provides since changed its model and has moved decidedly up-market in to the G Suite and Salesforce world and no longer offers a Gmail solution.
Our final type of solution are one-time backup snapshots. Rather than generating regular, incremental, updated backups, these approaches are excellent when you would like to get your mail out from Gmail, either to move to another one platform or to possess a snapshot soon enough of what you experienced with your account.
Google Takeout: The simplest from the backup snapshot offerings is the one supplied by Google: Google Takeout. From your Google settings, it is possible to export just about all of the Google data, across your entire Google applications. Google Takeout dumps the info either in 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, then as i moved from Office 365 to Gmail. It’s worked well both times.
The organization, disappointingly generally known as Wireload rather than, say, something out of a traditional Bruce Willis Die Hard movie, charges $15 per account being moved. I stumbled upon the fee to get worth it, given its helpful support team and my need to make a bit of a pain 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 few of Outlook’s helpful migration tools to make the jump.
From the Gmail backup perspective, you may not necessarily wish to accomplish a permanent migration. Even so, these power tools can present you with a great way to obtain a snapshot backup by using a very different cloud-based infrastructure for archival storage.
There exists an additional approach you may use, which is technically not forwarding and is somewhat more limited compared to the other on-the-fly approaches, but it works if you wish to just grab a quick portion of your recent email, as an example if you’re occurring vacation or possibly a trip. I’m putting it in this particular section because it didn’t really fit anywhere better.
That’s Gmail Offline, according to a Chrome browser plugin. As the name implies, Gmail Offline lets you work with your recent (regarding a month) email without the need of a dynamic internet connection. It’s definitely not a total backup, but might prove useful for those occasional when you simply want quick, offline access to recent messages — both incoming and outgoing.
One reason I do large “survey” articles this way is every person and company’s needs are different, so every one of these solutions might suit you must.
Here at Camp David, we use a mix of techniques. First, I actually have several email accounts that to my main Gmail account, so each one keeps a t0PDF along with my primary Gmail account.
Then, I prefer Gmvault running like 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, an additional tower backup disk array, and returning to the cloud using Crashplan.
While individual messages could be a royal pain to dig up if required, I have a minimum of five copies of just about each one of these, across a wide array of mediums, including one (and quite often two) that happen to be usually air-gapped from the internet.