A few years ago, I moved off of Office 365 and Outlook and onto Gmail. A lot of you thought I’d regret the move, however i need to inform you that Gmail has become 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 many applications while i can for the cloud, just because of the seamless benefits that offers.
Most of you also asked usually the one question that did have me a bit bothered: How you can do backups of the Gmail account? While Google includes a strong reputation of managing data, the very fact remains that accounts may be hacked, as well as the possibility does exist that somebody could easily get locked away from a Gmail account.
Most of us have several years of mission-critical business and private history within our Gmail archives, and it’s a smart idea to have a prepare for making regular backups. On this page (as well as its accompanying gallery), I am going to discuss a variety of excellent approaches for backing increase your Gmail data.
Furthermore, I’m distinguishing Gmail from G Suite, seeing as there are an array of G Suite solutions. Though Gmail will be the consumer offering, a lot of us use Save emails to PDF as our hub for all things, that it makes sense to discuss Gmail alone merits.
Overall, you can find three main approaches: On-the-fly forwarding, download-and-archive, and periodic a treadmill-time backup snapshots. I’ll discuss each approach consequently.
Possibly the easiest way of backup, if less secure or complete as opposed to others, is definitely the on-the-fly forwarding approach. The idea the following is that each and every message that comes into Gmail is then forwarded or processed in some way, ensuring its availability being an archive.
Before discussing the facts about how precisely this works, let’s cover a few of the disadvantages. First, if you do not start accomplishing this as soon as you begin your Gmail usage, you will not possess a complete backup. You’ll simply 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 is going to be archived. Gmail doesn’t come with an “on send” filter.
Finally, there are several security issues involve with sending email messages to many other sources, often in open and unencrypted text format.
Gmail forwarding filter: The really easiest of such mechanisms is to setup a filter in Gmail. Set it to forward all that you email to a different one email account on some other service. There you choose 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 comes into the G Suite account, a filter is applied, and this 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 have pretty decent support from Google. The downside of this, speaking personally, is just one of my many contact information is archived employing 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 to an SMTP server running at my hosting company, and that i enjoyed a server-side rule that sent every email message both to change as well as Gmail.
You are able to reverse this. You might 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.
Toward Evernote: Each Evernote account comes with a special current email address which you can use to mail things straight into your Evernote archive. This really is a variation around the Gmail forwarding filter, in this you’d still use Gmail to forward everything, but this time on the Evernote-provided 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 that provides a backup for your mail will come in. You will find a handful of great rules that link Gmail to storage services like Dropbox, and you could use IFTTT.com to backup your messages or maybe incoming attachments to services like Dropbox.
In each 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 to the next strategy.
The download and archive group covers methods which get your message store (and all of your messages) from the cloud as a result of a local machine. Consequently even when you lost your t0PDF connection, lost your Gmail account, or maybe your online accounts got hacked, you’d have a safe archive on your own local machine (and, perhaps, even t0PDF as much as local, offline media).
Local email client software: Possibly the most tried-and-true method for this can be employing a local email client program. You may run everything from Thunderbird to Outlook to Apple Mail to a wide range of traditional, old-school PC-based email clients.
All you need to do is placed Gmail allowing for IMAP (Settings -> Forwarding and POP/IMAP -> Enable IMAP) after which put in place an e-mail client for connecting 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 every one of them down, removing them from the cloud.
You’ll also need to go deep into your Label settings. There, you’ll find a listing of your labels, as well as on the right-hand side is a “Show in IMAP” setting. You need to make certain this really is checked and so the IMAP client will see the email kept in exactly what it will believe are folders. Yes, you may get some message duplication, but it’s a backup, so who cares, right?
Just make sure you look at the client configuration. Many of them have obscure settings to limit the amount of of the server-based mail it can download.
Really the only downside on this approach is you need to leave a user-based application running on a regular basis to get the e-mail. But when you have a spare PC somewhere or don’t mind through an extra app running on your desktop, it’s a versatile, reliable, easy win.
Gmvault: Gmvault can be a slick group of Python scripts which will operate on Windows, Mac, and Linux and gives a wide range of capabilities, including backing your entire Gmail archive and simply enabling you to move everything email to another one 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, to help you easily schedule it and just let it run without a lot of overhead. You can even use it on one machine to backup a variety of 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. The only thing you do is install the program, hook it up to the Gmail, and download. It would do incremental downloads and also allow you to browse your downloaded email and attachments from inside the app.
Upsafe isn’t as versatile as Gmvault, but it’s quick and painless.
The business also provides a cloud backup solution, which listed as free, but in addition has a premium backup solution which increases storage beyond 3GB and allows you to select whether your information is stored in the US or EU.
Mailstore Home: Yet another free tool is Mailstore Home. Like Upsafe, Mailstore is Windows-only. What I like about Mailstore is that it has business and repair-provider bigger brothers, so if you need a backup solution that goes past backing up individual Gmail accounts, this could work efficiently for yourself. It also can backup Exchange, Office 365, and other IMAP-based email servers.
MailArchiver X: Next, we arrived at MailArchiver X, a $34.95 OS X-based solution. Even if this solution isn’t free, it’s got several interesting things selecting it. First, it doesn’t just archive Gmail data, furthermore, it archives local email clients also.
Somewhere with a backup disk, I have got a pile of old Eudora email archives, which could read them in and back them up. Obviously, should i haven’t needed those messages since 2002, it’s not likely I’ll need them in the near future. But, hey, you may.
More to the level, MailArchiver X can store your email in a number of formats, including PDF and in a FileMaker database. These options are huge for such things as discovery proceedings.
If you ever need to be able to do really comprehensive email analysis, after which deliver email to clients or a court, developing a FileMaker database of your own messages can be quite a win. It’s been updated to get Sierra-compatible. Just try and get version 4. or greater.
Backupify: Finally just for this category, I’m mentioning Backupify, even though it doesn’t really fit our topic. That’s because most of you may have suggested it. Back into the day, Backupify offered a free of charge service backing up online services starting from Gmail to (apparently) Facebook. It provides since changed its model and contains moved decidedly up-market to the G Suite and Salesforce world with out longer supplies a Gmail solution.
Our final type of solution are one-time backup snapshots. As opposed to generating regular, incremental, updated backups, these approaches are perfect when you would like to get the mail away from Gmail, either to advance to another platform or to experience a snapshot in time of the you have with your account.
Google Takeout: The easiest in the backup snapshot offerings will be the one offered by Google: Google Takeout. From the Google settings, you may export just about all of your Google data, across your Google applications. Google Takeout dumps your data either into the 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 from the 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 known as Wireload as an alternative to, 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 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 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 help make the jump.
From your Gmail backup perspective, you may not necessarily want to do a permanent migration. Even so, these tools can give you the best way to obtain a snapshot backup using a completely different cloud-based infrastructure for archival storage.
There may be yet another approach you can use, that is technically not forwarding and it is somewhat more limited compared to the other on-the-fly approaches, however it works in order to just grab a quick portion of your recent email, for example if you’re occurring vacation or possibly a trip. I’m putting it within this section because it didn’t really fit anywhere better.
That’s Gmail Offline, based upon a Chrome browser plugin. As the name implies, Gmail Offline lets you work with your recent (in regards to a month) email without having a dynamic internet access. It’s definitely not an entire backup, but might prove a good choice for those occasional once you would just like quick, offline entry to recent messages — both incoming and outgoing.
One of the reasons I really do large “survey” articles this way is that each individual and company’s needs are different, and thus all these solutions might suit you must.
Right here at Camp David, we use a mix of techniques. First, We have numerous email accounts that toward my main Gmail account, so all of them keeps a t0PDF as well as my primary Gmail account.
Then, I take advantage of 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, a second tower backup disk array, and to the cloud using Crashplan.
While individual messages could be a royal pain to dig up if required, I actually have a minimum of five copies of almost each, across a variety of mediums, including one (and sometimes two) which can be usually air-gapped from the web.