Not too long ago, I moved away from Office 365 and Outlook and onto Gmail. Most of you thought I’d regret the move, having said that i ought to explain how Gmail has become a nearly frictionless experience. I don’t think I’d ever go back to employing a standalone email application. The truth is, I’m moving as numerous applications while i can on the cloud, just as a result of seamless benefits that provides.
Most of you additionally asked the main one question that did have us a bit bothered: How to do backups of your Gmail account? While Google features a strong reputation managing data, the fact remains that accounts may be hacked, and the possibility does exist that somebody might get locked out of a Gmail account.
A lot of us have years of mission-critical business and personal history within our Gmail archives, and it’s smart to have a plan for making regular backups. In the following paragraphs (as well as its accompanying gallery), I will discuss a number of excellent approaches for backing your Gmail data.
By the way, I’m distinguishing Gmail from G Suite, seeing as there are an array of G Suite solutions. Though Gmail may be the consumer offering, a lot of us use Save emails to PDF as our hub for all those things, that it makes sense to go 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 subsequently.
Probably the easiest approach to backup, if less secure or complete as opposed to others, may be the on-the-fly forwarding approach. The idea is that each message that comes into Gmail is then forwarded or processed somehow, ensuring its availability for an archive.
Before discussing the details about how precisely this works, let’s cover a few of the disadvantages. First, except if you start accomplishing this once you begin your Gmail usage, you will not possess a complete backup. You’ll have only a backup of flow going forward.
Second, while incoming mail could be preserved in another storage mechanism, none of the outgoing email messages is going to be archived. Gmail doesn’t have an “on send” filter.
Finally, there are numerous security issues involve with sending email messages to other sources, often in open and unencrypted text format.
Gmail forwarding filter: The easiest of such mechanisms is to set up a filter in Gmail. Set it up to forward all you could email to a different one email account on various other service. There you choose to 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 applied, and that email is sent on its approach to my main Gmail account.
This provides you with two benefits. First, I keep a copy within a second Google account and, for $8.33/mo, I recieve pretty good support from Google. The problem with this, speaking personally, is just one of my many email addresses is archived by using 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 to a SMTP server running at my hosting company, and I possessed a server-side rule that sent every email message both to Exchange as well as to Gmail.
You may reverse this. You might also send mail for any private domain to an SMTP server, but use another service (whether Office 365 or something free, like Outlook.com) being a backup destination.
Forward to Evernote: Each Evernote account includes 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, because you’d still use Gmail to forward everything, but this period on the Evernote-provided e-mail 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 offers a backup as the mail can be purchased in. There are a handful of great rules that link Gmail to storage services like Dropbox, and you will use IFTTT.com to backup your messages or perhaps 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 you can physically control, let’s go onto the next strategy.
The download and archive group covers methods which get your message store (and all of your messages) through the cloud down to a nearby machine. Because of this even when you lost your t0PDF connection, lost your Gmail account, or even your online accounts got hacked, you’d use a safe archive on your local machine (and, perhaps, even t0PDF up to local, offline media).
Local email client software: Possibly the most tried-and-true means for this is employing a local email client program. You may run everything from Thunderbird to Outlook to Apple Mail to a variety of traditional, old-school PC-based email clients.
All you should do is set up Gmail to enable for IMAP (Settings -> Forwarding and POP/IMAP -> Enable IMAP) after which put in place an e-mail client to get in touch to Gmail via IMAP. You would like to use IMAP rather than 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 also need to enter into your Label settings. There, you’ll find a listing of your labels, and also on the best-hand side is a “Show in IMAP” setting. You should ensure this can be checked so the IMAP client can easily see the email held 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 be sure you examine your client configuration. A number of them have obscure settings that limit simply how much of the server-based mail it would download.
Really the only downside of this approach is you have to leave a user-based application running all the time to get the email. But in case you have an extra PC somewhere or don’t mind having an extra app running on your desktop, it’s a versatile, reliable, easy win.
Gmvault: Gmvault is actually a slick set of Python scripts that may are powered by Windows, Mac, and Linux and gives a wide array of capabilities, including backing your entire Gmail archive and easily helping you to move everything email to another Gmail account. Yep, this can be a workable solution for easily moving mail between accounts.
What’s nice about Gmvault is it’s a command-line script, in order to easily schedule it and only let it run without too much overhead. You may also use it on one machine to backup numerous accounts. Finally, it stores in multiple formats, including standard ones like .mbx which 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 that you do is install this software, connect it to your Gmail, and download. It can do incremental downloads and even permit you to browse your downloaded email and attachments from inside the app.
Upsafe isn’t nearly as versatile as Gmvault, but it’s fast and painless.
The company also provides a cloud backup solution, which listed as free, and also comes with a premium backup solution which increases storage beyond 3GB and allows you to select whether your information 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 service-provider bigger brothers, so should you prefer a backup solution that surpasses backing up individual Gmail accounts, this might work efficiently to suit your needs. Additionally, it can backup Exchange, Office 365, and various IMAP-based email servers.
MailArchiver X: Next, we visit MailArchiver X, a $34.95 OS X-based solution. Even though this solution isn’t free, it’s got a couple of interesting things selecting it. First, it doesn’t just archive Gmail data, furthermore, it archives local email clients at the same time.
Somewhere on a backup disk, I have a pile of old Eudora email archives, and this could read them in and back them up. Naturally, generally if i haven’t needed those messages since 2002, it’s not likely I’ll need them soon. But, hey, you may.
More to the level, MailArchiver X can store your email in many different formats, including PDF and inside a FileMaker database. These choices are huge for stuff like discovery proceedings.
If you ever need so as to do really comprehensive email analysis, and after that deliver email to clients or even a court, possessing a FileMaker database of your respective messages may well be a win. It’s been updated to get Sierra-compatible. Just try and 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 several of you have suggested it. Back in the day, Backupify offered a no cost service backing up online services including Gmail to (apparently) Facebook. It has since changed its model and possesses moved decidedly up-market into the G Suite and Salesforce world and no longer delivers a Gmail solution.
Our final category of solution are certainly one-time backup snapshots. Instead of generating regular, incremental, updated backups, these approaches are good if you just want to get your mail out from Gmail, either to maneuver to a different one platform or to experience a snapshot in time of what you needed with your account.
Google Takeout: The best of the backup snapshot offerings is definitely the one supplied by Google: Google Takeout. From the Google settings, you can export just about all of the Google data, across all your Google applications. Google Takeout dumps your data either in your Google Drive or lets you download a pile of ZIP files. It’s easy, comprehensive, and free.
YippieMove: I’ve used YippieMove twice, first after i moved coming from a third-party Exchange hosting provide to Office 365, and after that once i moved from Office 365 to Gmail. It’s worked well both times.
The organization, disappointingly generally known as Wireload as an alternative to, say, something away from a traditional Bruce Willis Die Hard movie, charges $15 per account being moved. I stumbled upon the charge to get well worth it, given its helpful support team and my want 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 some time I was 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.
From the Gmail backup perspective, you possibly will not necessarily want to do a lasting migration. Nevertheless, these tools can provide the best way to obtain a snapshot backup using a completely different cloud-based infrastructure for archival storage.
There may be an additional approach you may use, that is technically not forwarding and is somewhat more limited than the other on-the-fly approaches, however it works if you would like just grab a quick portion of your recent email, as an example if you’re occurring 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 work with your recent (with regards to a month) email without having a lively internet access. It’s definitely not an entire backup, but might prove useful for those occasional once you just want quick, offline entry to recent messages — both incoming and outgoing.
One good reason I actually do large “survey” articles like this is every person and company’s needs are not the same, and thus each of these solutions might suit you best.
At Camp David, we use a variety of techniques. First, I have got a variety of email accounts that toward my main Gmail account, so each one keeps a t0PDF along with my primary Gmail account.
Then, I prefer Gmvault running as 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 second tower backup disk array, and straight back to the cloud using Crashplan.
While individual messages can be a royal pain to dig up if needed, I have got a minimum of five copies of virtually every one, across a variety of mediums, including one (and in some cases two) that are usually air-gapped on the web.