Not too long ago, I moved from Office 365 and Outlook and onto Gmail. Most of you thought I’d regret the move, having said that i have to inform you that Gmail is a nearly frictionless experience. I don’t think I’d ever return to using a standalone email application. In fact, I’m moving as numerous applications because i can for the cloud, just due to the seamless benefits that provides.
A lot of additionally you asked the one question that did have us a bit bothered: How you can do backups of any Gmail account? While Google features a strong reputation of managing data, the actual fact remains that accounts may be hacked, and also the possibility does exist that somebody might get locked from a Gmail account.
Many people have many years of mission-critical business and private history in our Gmail archives, and it’s a great idea to possess a arrange for making regular backups. In this post (and its accompanying gallery), I am going to discuss numerous excellent approaches for backing your Gmail data.
By the way, I’m distinguishing Gmail from G Suite, since there are a wide array of G Suite solutions. Although Gmail is definitely the consumer offering, so many of us use Save emails to PDF as our hub for all those things, that it seems sensible to discuss Gmail by itself 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 consequently.
Possibly the easiest method of backup, if less secure or complete as opposed to others, will be the on-the-fly forwarding approach. The concept here is that each message which comes into Gmail is going to be forwarded or processed somehow, ensuring its availability as being an archive.
Before discussing the facts about how precisely this works, let’s cover some of the disadvantages. First, until you start accomplishing this when you begin your Gmail usage, you simply will not use a complete backup. You’ll simply have a backup of flow going forward.
Second, while incoming mail can be preserved in another storage mechanism, none of your outgoing email messages will likely be archived. Gmail doesn’t have an “on send” filter.
Finally, there are numerous security issues involve with sending email messages to many other sources, often in open and unencrypted text format.
Gmail forwarding filter: The easiest of the mechanisms is to set up a filter in Gmail. Set it up to forward the only thing you email to another email account on various 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 makes the G Suite account, a filter is applied, which email is sent on its method to my main Gmail account.
This provides you with two benefits. First, I have a copy in a second Google account and, for $8.33/mo, I have pretty good support from Google. The drawback to this, speaking personally, is simply one of my many contact information is archived employing this method, with no 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 Exchange and also to Gmail.
You are able to reverse this. You may also send mail for a private domain with an SMTP server, but use another service (whether Office 365 or something free, like Outlook.com) like a backup destination.
To Evernote: Each Evernote account features a special email address which you can use to mail things directly into your Evernote archive. This really is a variation in the Gmail forwarding filter, because you’d still use Gmail to forward everything, but this time for 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 when your mail comes in. There is a lot of great rules that link Gmail to storage services like Dropbox, and you could use IFTTT.com to backup your entire messages or maybe incoming attachments to services like Dropbox.
In each of these cases, you’re essentially moving one cloud email store to another one email store, when you want something you can physically control, let’s go on to the next strategy.
The download and archive group covers methods that will get your message store (and all sorts of your messages) through the cloud to a neighborhood machine. Which means that even when you lost your t0PDF connection, lost your Gmail account, or maybe your online accounts got hacked, you’d use a safe archive in your local machine (and, perhaps, even t0PDF as much as local, offline media).
Local email client software: Probably the most tried-and-true method for this can be by using a local email client program. It is possible to run everything from Thunderbird to Outlook to Apple Mail to a variety of traditional, old-school PC-based email clients.
All that you should do is to establish Gmail allowing for IMAP (Settings -> Forwarding and POP/IMAP -> Enable IMAP) then setup an e-mail client for connecting to Gmail via IMAP. You want to use IMAP as opposed to POP3 because IMAP will leave the messages on the server (in your Gmail archive), where POP3 will suck them all down, removing them from the cloud.
You’ll also have to go deep into your Label settings. There, you’ll find a summary of your labels, as well as on the best-hand side can be a “Show in IMAP” setting. You must be sure this can be checked hence the IMAP client can easily see the e-mail kept in what it will believe are folders. Yes, you can receive some message duplication, but it’s a backup, so who cares, right?
Just be sure you look at your client configuration. Many of them have obscure settings to limit simply how much of your server-based mail it will download.
The sole downside of the approach is you need to leave a person-based application running on a regular basis to grab the email. But in case you have an extra PC somewhere or don’t mind getting an extra app running on your desktop, it’s a flexible, reliable, easy win.
Gmvault: Gmvault is actually a slick set of Python scripts that may run using Windows, Mac, and Linux and supplies a variety of capabilities, including backing up your entire Gmail archive and easily allowing you to move all that email to a different Gmail account. Yep, this really is a workable solution for easily moving mail between accounts.
What’s nice about Gmvault is the fact that it’s a command-line script, in order to easily schedule it and merely let it run without too much 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 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 for your Gmail, and download. It is going to do incremental downloads and even allow you to browse your downloaded email and attachments from the inside the app.
Upsafe isn’t nearly as versatile as Gmvault, but it’s quick and painless.
The organization even offers 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 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. The Things I like about Mailstore is 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 well for yourself. In addition, it can backup Exchange, Office 365, along with other IMAP-based email servers.
MailArchiver X: Next, we go 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, additionally, it archives local email clients too.
Somewhere over a backup disk, I have got a pile of old Eudora email archives, and also this could read them in and back them up. Of course, generally if i haven’t needed those messages since 2002, it’s not likely I’ll need them anytime soon. But, hey, you are able to.
More to the level, MailArchiver X can store your email in a range of formats, including PDF and in a FileMaker database. Those two choices are huge for things like discovery proceedings.
Should you ever need to be able to do really comprehensive email analysis, then deliver email to clients or a court, possessing a FileMaker database of the messages may well be a win. It’s been updated being 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 a lot of you possess suggested it. During the day, Backupify offered a totally free service backing up online services which range from Gmail to (apparently) Facebook. They have since changed its model and has moved decidedly up-market in to the G Suite and Salesforce world without any longer offers a Gmail solution.
Our final category of solution is one-time backup snapshots. Instead of generating regular, incremental, updated backups, these approaches are excellent in the event you only want to get the mail out of Gmail, either to go to a different platform or to get a snapshot with time of the you experienced within your account.
Google Takeout: The easiest from the backup snapshot offerings is the one offered by Google: Google Takeout. Through your Google settings, you may export just about all of your respective Google data, across all your Google applications. Google Takeout dumps the info either into 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 from the 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 referred to as Wireload rather than, say, something out of a traditional Bruce Willis Die Hard movie, charges $15 per account being moved. I discovered the charge being well worth it, given its helpful support team and my desire 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 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 possibly will not necessarily need to do a permanent migration. However, these power tools can give you a wonderful way to obtain a snapshot backup utilizing a very different cloud-based infrastructure for archival storage.
There may be 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 really works in order to just grab a simple part of your recent email, for example if you’re happening vacation or perhaps a trip. I’m putting it in this section as 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 an energetic internet connection. It’s most certainly not a whole backup, but might prove helpful for those occasional whenever you just want quick, offline entry to recent messages — both incoming and outgoing.
One reason I actually do large “survey” articles similar to this is the fact each individual and company’s needs are different, and thus all these solutions might suit you should.
Right here at Camp David, we use a mix of techniques. First, I actually have numerous email accounts that toward my main Gmail account, so every one of them keeps a t0PDF in addition to my primary Gmail account.
Then, I prefer 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, an additional tower backup disk array, and returning to the cloud using Crashplan.
While individual messages may be a royal pain to dig up if needed, I have no less than five copies of just about each one of these, across a wide array of mediums, including one (and in some cases two) that are usually air-gapped on the internet.