Not long ago, I moved away from Office 365 and Outlook and onto Gmail. A lot of you thought I’d regret the move, having said that i ought to explain how Gmail has been a nearly frictionless experience. I don’t think I’d ever go back to utilizing a standalone email application. In fact, I’m moving as many applications while i can to the cloud, just due to the seamless benefits that gives.
Several of additionally you asked usually the one question that did have us a bit bothered: The way to do backups of any Gmail account? While Google has a strong reputation managing data, the fact remains that accounts might be hacked, as well as the possibility does exist that somebody could get locked from a Gmail account.
Many people have many years of mission-critical business and personal history within our Gmail archives, and it’s smart to have got a plan for making regular backups. In the following paragraphs (and its particular accompanying gallery), I will discuss a variety of excellent approaches for backing up your Gmail data.
Incidentally, I’m distinguishing Gmail from G Suite, as there are a wide range of G Suite solutions. Although Gmail is 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 naturally 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 consequently.
Probably the easiest way of backup, if less secure or complete as opposed to others, is definitely the on-the-fly forwarding approach. The concept the following is that every message which comes into Gmail will then be forwarded or processed in some manner, ensuring its availability being an archive.
Before discussing the details regarding how this works, let’s cover several of the disadvantages. First, unless you start achieving this the instant you begin your Gmail usage, you will not have a complete backup. You’ll just have a backup of flow going forward.
Second, while incoming mail might be preserved in another storage mechanism, none of your respective 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 with other sources, often in open and unencrypted text format.
Gmail forwarding filter: The really easiest of these mechanisms is to setup a filter in Gmail. Set it to forward the only thing you email to another one email account on some other service. There you are going. Done.
G Suite forwarding: One easy way I grab all incoming mail to my corporate domain is utilizing a G Suite account. My company-related email comes into the G Suite account, a filter is used, and therefore email is sent on its method to my main Gmail account.
This gives two benefits. First, I keep a copy in a second Google account and, for $8.33/mo, I get very good support from Google. The disadvantage of this, speaking personally, is only one of my many contact information is archived by using this method, without any 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 for an SMTP server running at my hosting company, and that i experienced a server-side rule that sent every email message both to Exchange and to Gmail.
You may reverse this. You could also send mail for any private domain for an SMTP server, but use another service (whether Office 365 or anything free, like Outlook.com) like a backup destination.
To Evernote: Each Evernote account features a special e-mail address that you can use to mail things directly into your Evernote archive. This really is a variation on the Gmail forwarding filter, in that you’d still use Gmail to forward everything, but this time around towards the Evernote-provided current email address. Boom! Incoming mail kept 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 which offers a backup when your mail will come in. You can find a handful of great rules that link Gmail to storage services like Dropbox, and you may use IFTTT.com to backup all of your messages or just incoming attachments to services like Dropbox.
In every one of these cases, you’re essentially moving one cloud email store to a different one email store, if you want something that you can physically control, let’s go onto the next strategy.
The download and archive group covers methods that will get your message store (and all of your messages) in the cloud down to a neighborhood machine. Consequently although you may lost your t0PDF connection, lost your Gmail account, or your online accounts got hacked, you’d have a safe archive on your local machine (and, perhaps, even t0PDF around local, offline media).
Local email client software: Perhaps the most tried-and-true approach for this is utilizing a local email client program. It is possible to run everything from Thunderbird to Outlook to Apple Mail to a wide range of traditional, old-school PC-based email clients.
All you have to do is set up Gmail to enable for IMAP (Settings -> Forwarding and POP/IMAP -> Enable IMAP) then set up an email client in order to connect to Gmail via IMAP. You would like to use IMAP instead of POP3 because IMAP will leave the messages about the server (with your Gmail archive), where POP3 will suck all of them down, removing them from your cloud.
You’ll should also enter into your Label settings. There, you’ll find a listing of your labels, as well as on the right-hand side is really a “Show in IMAP” setting. You need to make sure this really is checked and so the IMAP client can see the e-mail saved in what it really will believe are folders. Yes, you may get some message duplication, but it’s a backup, so who cares, right?
Just be certain you look at the client configuration. Many of them have obscure settings that limit the amount of your server-based mail it can download.
The sole downside of this approach is you must leave an end user-based application running at all times to get the email. But for those who have a spare PC somewhere or don’t mind through an extra app running in your desktop, it’s an adaptable, reliable, easy win.
Gmvault: Gmvault is a slick set of Python scripts that will run on Windows, Mac, and Linux and supplies a variety of capabilities, including backing up your entire Gmail archive and easily enabling you to move everything that email to another Gmail account. Yep, it is a workable solution for easily moving mail between accounts.
What’s nice about Gmvault is the fact it’s a command-line script, so you can easily schedule it and simply permit it to run without a lot of overhead. You can even use it on 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 in your Gmail, and download. It would do incremental downloads and even enable you to browse your downloaded email and attachments from the inside the app.
Upsafe isn’t as versatile as Gmvault, but it’s quick and painless.
The corporation also offers a cloud backup solution, which listed as free, but in addition has a premium backup solution which increases storage beyond 3GB and lets you select whether your data is stored in the US or EU.
Mailstore Home: An additional 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, it might work nicely for yourself. In addition, it can backup Exchange, Office 365, and various 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 number of interesting things going for it. First, it doesn’t just archive Gmail data, in addition, it archives local email clients also.
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. Obviously, 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 a variety of formats, including PDF and in the FileMaker database. These two choices are huge for things like discovery proceedings.
If you need to be able to do really comprehensive email analysis, then deliver email to clients or possibly a court, using a FileMaker database of your respective messages can be quite a win. It’s been updated being Sierra-compatible. Just provide you with version 4. or greater.
Backupify: Finally for this category, I’m mentioning Backupify, even though it doesn’t really fit our topic. That’s because several of you have suggested it. Back into the day, Backupify offered a free service backing up online services including Gmail to (apparently) Facebook. It offers 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 class of solution are certainly one-time backup snapshots. As opposed to generating regular, incremental, updated backups, these approaches are great if you would like to get your mail from Gmail, either to move to a different platform or to have a snapshot over time of what you have inside your account.
Google Takeout: The best in the backup snapshot offerings will be the one given by Google: Google Takeout. Out of your Google settings, it is possible to export almost all of your respective Google data, across your Google applications. Google Takeout dumps your data either to 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 once i moved from your third-party Exchange hosting provide to Office 365, and then once i moved from Office 365 to Gmail. It’s worked well both times.
The business, 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 came across the charge to be worth it, given its helpful support team and my need to make a bit of a pain out of myself until I knew every email message had made the trip successfully.
Backup via migration to Outlook.com: At roughly the time I had been moving from Office 365 to Gmail, Ed Bott moved from Gmail to Outlook. He used a number of Outlook’s helpful migration tools to make the jump.
From your 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 get yourself a snapshot backup by using a different cloud-based infrastructure for archival storage.
There is another approach you can use, that is technically not forwarding and is somewhat more limited in comparison to the other on-the-fly approaches, however it works if you would like just grab a brief section of your recent email, as an example if you’re occurring vacation or possibly a trip. I’m putting it with this section because 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 deal with your recent (regarding a month) email without having a dynamic internet connection. It’s certainly not a whole backup, but might prove useful for those occasional if you just want quick, offline entry to recent messages — both incoming and outgoing.
One reason I do large “survey” articles this way is every person and company’s needs are very different, and thus each of these solutions might suit you should.
At Camp David, we use a variety of techniques. First, I actually have numerous email accounts that toward my main Gmail account, so all of them keeps a t0PDF along with my primary Gmail account.
Then, I personally use Gmvault running as 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, another tower backup disk array, and back to the cloud using Crashplan.
While individual messages may be a royal pain to dig up if needed, We have at the very least five copies of almost every one, across an array of mediums, including one (and sometimes two) which are usually air-gapped on the web.