Some time ago, I moved away from Office 365 and Outlook and onto Gmail. Many of you thought I’d regret the move, nevertheless i must explain how Gmail is a huge nearly frictionless experience. I don’t think I’d ever return to utilizing a standalone email application. The truth is, I’m moving as many applications because i can on the cloud, just because of the seamless benefits which offers.
Several of you also asked the main one question that did have me a bit bothered: How to do backups of your Gmail account? While Google includes a strong reputation of managing data, the simple fact remains that accounts could possibly be hacked, as well as 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 private history within our Gmail archives, and it’s a good idea to use a plan for making regular backups. On this page (as well as its accompanying gallery), I will discuss several excellent approaches for backing your Gmail data.
Anyway, I’m distinguishing Gmail from G Suite, because there are a wide range of G Suite solutions. Although Gmail will be the consumer offering, so many of us use Save emails to PDF as our hub for all those things, that it makes sense to talk about Gmail naturally merits.
Overall, there are actually three main approaches: On-the-fly forwarding, download-and-archive, and periodic a treadmill-time backup snapshots. I’ll discuss each approach therefore.
Perhaps the easiest means of backup, if less secure or complete than the others, may be the on-the-fly forwarding approach. The concept the following is that each message that comes into Gmail is then forwarded or processed for some reason, ensuring its availability being an archive.
Before discussing the specifics about how precisely this works, let’s cover a few of the disadvantages. First, unless you start doing this the instant you begin your Gmail usage, you will not have got a complete backup. You’ll simply have a backup of flow moving forward.
Second, while incoming mail may be preserved in another storage mechanism, none of your own outgoing email messages will probably be archived. Gmail doesn’t come with 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 to forward the only thing you email to a different one email account on a few other service. There you choose to go. Done.
G Suite forwarding: One easy way I grab all incoming mail to my corporate domain is employing a G Suite account. My company-related email comes into the G Suite account, a filter is applied, and therefore email is sent on its strategy to my main Gmail account.
This supplies two benefits. First, I keep a copy within a second Google account and, for $8.33/mo, I get excellent support from Google. The problem with this, speaking personally, is just one of my many email addresses is archived applying this method, with out 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 to an SMTP server running at my hosting company, and i also enjoyed a server-side rule that sent every email message both to change as well as to Gmail.
You may reverse this. You might send mail to get a private domain to a SMTP server, but use another service (whether Office 365 or something free, like Outlook.com) being a backup destination.
Toward Evernote: Each Evernote account has a special e-mail address that can be used to mail things straight into your Evernote archive. This really is a variation on the Gmail forwarding filter, in this you’d still use Gmail to forward everything, but this period on the Evernote-provided e-mail address. Boom! Incoming mail kept in Evernote.
IFTTT to Dropbox (or Google Drive or OneNote, etc): Even if this approach isn’t strictly forwarding, it’s another on-the-fly approach which offers a backup as the mail can be purchased 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 just incoming attachments to services like Dropbox.
In every one of these cases, you’re essentially moving one cloud email store to another email store, so when you want something 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 of your messages) through the cloud to a nearby machine. Which means that 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 local machine (and, perhaps, even t0PDF approximately local, offline media).
Local email client software: Perhaps the most tried-and-true method for this really is by using a local email client program. It is possible to run everything from Thunderbird to Outlook to Apple Mail to a wide array of traditional, old-school PC-based email clients.
All you need to do is set up Gmail to enable for IMAP (Settings -> Forwarding and POP/IMAP -> Enable IMAP) after which put in place an email client for connecting to Gmail via IMAP. You want to use IMAP instead of POP3 because IMAP will leave the messages in the server (with your Gmail archive), where POP3 will suck them all down, removing them through the cloud.
You’ll should also enter into your Label settings. There, you’ll find a list of your labels, and also on the best-hand side is actually a “Show in IMAP” setting. You should be sure this can be checked so the IMAP client are able to see the e-mail saved in just 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 your client configuration. Many of them have obscure settings to limit the amount of of your own server-based mail it is going to download.
The only real downside on this approach is you must leave a person-based application running on a regular basis to get the email. But if you have a spare PC somewhere or don’t mind having an extra app running on your own desktop, it’s a versatile, reliable, easy win.
Gmvault: Gmvault is really a slick pair of Python scripts that will operate on Windows, Mac, and Linux and supplies an array of capabilities, including backing the entire Gmail archive and easily helping you to move everything email to a different one Gmail account. Yep, this can be a workable solution for easily moving mail between accounts.
What’s nice about Gmvault is the fact that it’s a command-line script, so that you can easily schedule it and only let it run without excessive overhead. You can even apply it to one machine to backup several 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 this system, connect it for your Gmail, and download. It will do incremental downloads and even allow you to browse your downloaded email and attachments from within the app.
Upsafe isn’t as versatile as Gmvault, but it’s fast and painless.
The organization also provides a cloud backup solution, which listed as free, and also has a premium backup solution which increases storage beyond 3GB and permits you to select whether your data is stored in the usa or EU.
Mailstore Home: Yet another free tool is Mailstore Home. Like Upsafe, Mailstore is Windows-only. What I like about Mailstore is it has business and service-provider bigger brothers, so if you prefer a backup solution that goes beyond backing up individual Gmail accounts, this may work effectively for you personally. In addition, it can backup Exchange, Office 365, along with other 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 couple of interesting things selecting it. First, it doesn’t just archive Gmail data, furthermore, it archives local email clients too.
Somewhere on a backup disk, I 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 anytime soon. But, hey, you may.
More to the level, MailArchiver X can store your email in a range of formats, including PDF and in the FileMaker database. Those two choices huge for such things as discovery proceedings.
If you need so as to do really comprehensive email analysis, and after that deliver email to clients or possibly a court, having a FileMaker database of your own messages might be a win. It’s been updated to get Sierra-compatible. Just make sure you get version 4. or greater.
Backupify: Finally for this category, I’m mentioning Backupify, although it doesn’t really fit our topic. That’s because a lot of you might have suggested it. Back into the day, Backupify offered a free service backing up online services ranging from Gmail to (apparently) Facebook. It offers since changed its model and it has moved decidedly up-market into the G Suite and Salesforce world with out longer supplies a Gmail solution.
Our final class of solution are one-time backup snapshots. As an alternative to generating regular, incremental, updated backups, these approaches are good should you would like to buy your mail from Gmail, either to go to another one platform or to have a snapshot over time of what you had inside your account.
Google Takeout: The most basic from the backup snapshot offerings is definitely the one offered by Google: Google Takeout. Out of your Google settings, you may export almost all of your respective Google data, across your Google applications. Google Takeout dumps the data 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 a third-party Exchange hosting provide to Office 365, after which once i moved from Office 365 to Gmail. It’s worked well both times.
The organization, disappointingly known as Wireload instead of, say, something out from a traditional Bruce Willis Die Hard movie, charges $15 per account being moved. I found the charge to be worth it, given its helpful support team and my have 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 enough time I had been moving from Office 365 to Gmail, Ed Bott moved from Gmail to Outlook. He used several of Outlook’s helpful migration tools to make the jump.
From your Gmail backup perspective, you might not necessarily need to do a permanent migration. Having said that, these power tools can provide you with a wonderful way to have a snapshot backup utilizing a very different cloud-based infrastructure for archival storage.
There is certainly an additional approach you can utilize, which happens to be technically not forwarding and is somewhat more limited compared to other on-the-fly approaches, but it works if you would like just grab a simple part of your recent email, as an example if you’re occurring vacation or a trip. I’m putting it in this section mainly because it didn’t really fit anywhere better.
That’s Gmail Offline, based on a Chrome browser plugin. As its name implies, Gmail Offline lets you work with your recent (about a month) email with out an active web connection. It’s definitely not an entire backup, but might prove useful for those occasional whenever you would just like quick, offline entry to recent messages — both incoming and outgoing.
One of the reasons I truly do large “survey” articles such as this is the fact every individual and company’s needs are different, therefore all these solutions might suit you best.
At Camp David, we use a mixture of techniques. First, We have a number of email accounts that toward my main Gmail account, so each of them keeps a t0PDF along with my primary Gmail account.
Then, I personally use 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, an additional tower backup disk array, and straight back to the cloud using Crashplan.
While individual messages might be a royal pain to dig up if necessary, We have a minimum of five copies of virtually each, across a wide array of mediums, including one (and sometimes two) that are usually air-gapped on the web.