A few years ago, I moved off of Office 365 and Outlook and onto Gmail. Most of you thought I’d regret the move, but I must explain how Gmail is a huge nearly frictionless experience. I don’t think I’d ever go back to employing a standalone email application. In reality, I’m moving as numerous applications while i can on the cloud, just due to the seamless benefits that offers.
Many of in addition, you asked the one question that did have us a bit bothered: The best way to do backups of your Gmail account? While Google features a strong history of managing data, the very fact remains that accounts could possibly be hacked, along with the possibility does exist that somebody might get locked out of a Gmail account.
A lot of us have several years of mission-critical business and personal history inside our Gmail archives, and it’s a smart idea to have a plan for making regular backups. In this article (and its accompanying gallery), I will discuss a variety of excellent approaches for backing increase your Gmail data.
Furthermore, I’m distinguishing Gmail from G Suite, as there are an array of G Suite solutions. Despite the fact that Gmail will be the consumer offering, a lot of us use Save emails to PDF as our hub for all those things, that it seems sensible to talk about Gmail alone merits.
Overall, you will find three main approaches: On-the-fly forwarding, download-and-archive, and periodic a treadmill-time backup snapshots. I’ll discuss each approach in turn.
Probably the easiest approach to backup, if less secure or complete as opposed to others, is the on-the-fly forwarding approach. The theory this is which every message which comes into Gmail is then forwarded or processed in some manner, ensuring its availability being an archive.
Before discussing the facts regarding how this works, let’s cover a number of the disadvantages. First, until you start achieving this once you begin your Gmail usage, you will not have got a complete backup. You’ll only have a backup of flow moving forward.
Second, while incoming mail can be preserved in another storage mechanism, none of your own outgoing email messages will be archived. Gmail doesn’t have 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 another one email account on a few other service. There you decide to go. Done.
G Suite forwarding: One simple way I grab all incoming mail to my corporate domain is applying a G Suite account. My company-related email comes into the G Suite account, a filter is applied, and this email is sent on its method to my main Gmail account.
This provides you with two benefits. First, I have a copy in the second Google account and, for $8.33/mo, I recieve very good support from Google. The problem with this, speaking personally, is just one of my many contact information is archived applying this method, and no mail I send is stored.
SMTP server forwarding rules: To 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 that i had a server-side rule that sent every email message both to change and to Gmail.
It is possible to reverse this. You could also send mail for the 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.
Toward Evernote: Each Evernote account features a special email address that you can use to mail things directly into your Evernote archive. This can be a variation in the Gmail forwarding filter, because you’d still use Gmail to forward everything, but now towards the Evernote-provided e-mail address. Boom! Incoming mail saved 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 that provides a backup as the mail is available in. You can find 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 perhaps incoming attachments to services like Dropbox.
In each one of these cases, you’re essentially moving one cloud email store to a different email store, so if you want something that you can physically control, let’s go on the next strategy.
The download and archive group covers methods that will get your message store (and all your messages) through the cloud right down to a local machine. This means that although you may lost your t0PDF connection, lost your Gmail account, or perhaps your online accounts got hacked, you’d have a safe archive in your local machine (and, perhaps, even t0PDF approximately local, offline media).
Local email client software: Possibly the most tried-and-true means for this really is 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 established Gmail to allow for IMAP (Settings -> Forwarding and POP/IMAP -> Enable IMAP) after which setup an e-mail client to connect to Gmail via IMAP. You wish to use IMAP as an alternative to POP3 because IMAP will leave the messages in the server (in your Gmail archive), where POP3 will suck all of them down, removing them through the cloud.
You’ll should also get into your Label settings. There, you’ll find a listing of your labels, and so on the correct-hand side is really a “Show in IMAP” setting. You have to be sure this can be checked and so the IMAP client are able to see the email kept in just what it will think are folders. Yes, you can receive some message duplication, but it’s a backup, so who cares, right?
Just be certain you look at the client configuration. A number of them have obscure settings that limit just how much of your server-based mail it is going to download.
The sole downside of the approach is you have to leave an individual-based application running at all times to get the e-mail. But in case you have an extra PC somewhere or don’t mind getting an extra app running in your desktop, it’s an adaptable, reliable, easy win.
Gmvault: Gmvault can be a slick group of Python scripts which will run using Windows, Mac, and Linux and provides a wide range of capabilities, including backing your entire Gmail archive and easily letting you move all that email to another one Gmail account. Yep, this can be 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 merely allow it to run without an excessive amount of overhead. Also you can use it on one machine to backup numerous 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. The only thing you do is install this program, connect it to your Gmail, and download. It will do incremental downloads and in many cases let you browse your downloaded email and attachments from inside the app.
Upsafe isn’t as versatile as Gmvault, but it’s fast and painless.
The business also offers a cloud backup solution, which listed as free, but also comes with a premium backup solution which increases storage beyond 3GB and allows you to select whether your computer data is stored in the united states or EU.
Mailstore Home: One more free tool is Mailstore Home. Like Upsafe, Mailstore is Windows-only. Things I like about Mailstore is it has business and service-provider bigger brothers, so if you prefer a backup solution that goes past backing up individual Gmail accounts, this might work well for you. Furthermore, it can backup Exchange, Office 365, along with other IMAP-based email servers.
MailArchiver X: Next, we arrived at MailArchiver X, a $34.95 OS X-based solution. Even though this solution isn’t free, it’s got a few interesting things selecting it. First, it doesn’t just archive Gmail data, furthermore, it archives local email clients as well.
Somewhere with a backup disk, I have got a pile of old Eudora email archives, and that could read them in and back them up. Naturally, basically if i haven’t needed those messages since 2002, it’s unlikely I’ll need them soon. But, hey, you may.
More to the stage, MailArchiver X can store your email in a range of formats, including PDF and inside 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 then deliver email to clients or possibly a court, developing a FileMaker database of your respective messages may well be a win. It’s been updated being 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 have suggested it. Back into the day, Backupify offered a free service backing up online services including Gmail to (apparently) Facebook. It has since changed its model and has moved decidedly up-market in the G Suite and Salesforce world and no longer offers a Gmail solution.
Our final class of solution is one-time backup snapshots. As opposed to generating regular, incremental, updated backups, these approaches are great should you simply want to get the mail away from Gmail, either to advance to another platform or to have a snapshot over time of what you have in your account.
Google Takeout: The simplest in the backup snapshot offerings may be the one provided by Google: Google Takeout. From the Google settings, it is possible to export almost all of your own Google data, across your Google applications. Google Takeout dumps the info either to 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 after i moved from the third-party Exchange hosting provide to Office 365, after which after i moved from Office 365 to Gmail. It’s worked well both times.
The corporation, disappointingly called Wireload instead of, say, something out of a classic Bruce Willis Die Hard movie, charges $15 per account being moved. I found 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 used to be moving from Office 365 to Gmail, Ed Bott moved from Gmail to Outlook. He used a few of Outlook’s helpful migration tools to produce the jump.
From the Gmail backup perspective, you may not necessarily want to do a lasting migration. Even so, these power tools can provide you with the best way to obtain a snapshot backup using a very different cloud-based infrastructure for archival storage.
There is yet another approach you may use, which happens to be technically not forwarding and is also somewhat more limited in comparison to the other on-the-fly approaches, but it works if you wish to just grab a quick part of your recent email, for example if you’re occurring vacation or perhaps a trip. I’m putting it with this section as it didn’t really fit anywhere better.
That’s Gmail Offline, depending on a Chrome browser plugin. As the name implies, Gmail Offline lets you work with your recent (in regards to a month) email with out an energetic internet access. It’s not necessarily a total backup, but might prove a good choice for those occasional whenever you just want quick, offline usage of recent messages — both incoming and outgoing.
One reason I do large “survey” articles like this is every individual and company’s needs will vary, therefore every one of these solutions might suit you must.
At Camp David, we use a mix of techniques. First, I actually have a number of email accounts that toward my main Gmail account, so all of them keeps a t0PDF as well as my primary Gmail account.
Then, I personally use 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, another tower backup disk array, and back to the cloud using Crashplan.
While individual messages may be a royal pain to dig up if necessary, I actually have no less than five copies of just about every one, across an array of mediums, including one (and often two) that happen to be usually air-gapped from the web.