Not long ago, I moved off of Office 365 and Outlook and onto Gmail. Most of you thought I’d regret the move, having said that i must tell you that Gmail has been a nearly frictionless experience. I don’t think I’d ever get back to employing a standalone email application. In reality, I’m moving several applications because i can on the cloud, just as a result of seamless benefits that gives.
A lot of in addition, you asked usually the one question that did have us a bit bothered: The best way to do backups of a Gmail account? While Google features a strong track record of managing data, the fact remains that accounts could possibly be hacked, and the possibility does exist that somebody could easily get locked out from a Gmail account.
Many of us have several years of mission-critical business and private history within our Gmail archives, and it’s smart to possess a plan for making regular backups. On this page (along with its accompanying gallery), I am going to discuss numerous excellent approaches for backing the Gmail data.
Anyway, I’m distinguishing Gmail from G Suite, since there are a wide array of G Suite solutions. Even though 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 discuss Gmail by itself 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 subsequently.
Probably the easiest way of backup, if less secure or complete as opposed to others, is the on-the-fly forwarding approach. The theory is that each message which comes into Gmail is then forwarded or processed somehow, ensuring its availability as being an archive.
Before discussing the specifics about how precisely this works, let’s cover a few of the disadvantages. First, if you do not start accomplishing this the instant you begin your Gmail usage, you simply will not have got a complete backup. You’ll have only a backup of flow moving forward.
Second, while incoming mail can be preserved in another storage mechanism, none of your respective outgoing email messages will probably be archived. Gmail doesn’t offer an “on send” filter.
Finally, there are lots of 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 setup a filter in Gmail. Set it up to forward all you email to a different one email account on a few other service. There you go. Done.
G Suite forwarding: One particular way I grab all incoming mail to my corporate domain is using a G Suite account. My company-related email enters into the G Suite account, a filter is used, which email is sent on its method to my main Gmail account.
This provides two benefits. First, I have a copy in a second Google account and, for $8.33/mo, I become pretty decent support from Google. The drawback to this, speaking personally, is simply one of my many contact information is archived by using this method, with out mail I send is stored.
SMTP server forwarding rules: For your 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 so i experienced a server-side rule that sent every email message both to change and to Gmail.
You are able to reverse this. You may also send mail to get a private domain to a SMTP server, but use another service (whether Office 365 or anything free, like Outlook.com) as being a backup destination.
Toward Evernote: Each Evernote account comes with a special e-mail address which you can use to mail things straight into your Evernote archive. This can be a variation about the Gmail forwarding filter, for the reason that you’d still use Gmail to forward everything, but now to 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 gives a backup as your mail is available in. There are a number of great rules that link Gmail to storage services like Dropbox, and you can use IFTTT.com to backup all of your messages or maybe incoming attachments to services like Dropbox.
In every one of these cases, you’re essentially moving one cloud email store to another one email store, so if you want something you can physically control, let’s go on to the next strategy.
The download and archive group covers methods which get your message store (and all of your messages) in the cloud right down to a local machine. Because of this even when you lost your t0PDF connection, lost your Gmail account, or your online accounts got hacked, you’d have got a safe archive in your local machine (and, perhaps, even t0PDF approximately local, offline media).
Local email client software: Maybe the most tried-and-true means for this really is by using a local email client program. You are able to run everything from Thunderbird to Outlook to Apple Mail to a variety of traditional, old-school PC-based email clients.
All you should do is set up Gmail allowing for IMAP (Settings -> Forwarding and POP/IMAP -> Enable IMAP) after which create an email client for connecting to Gmail via IMAP. You would like to use IMAP as an alternative to POP3 because IMAP will leave the messages on the server (inside your Gmail archive), where POP3 will suck every one of them down, removing them from the cloud.
You’ll should also go into your Label settings. There, you’ll find a list of your labels, as well as on the best-hand side can be a “Show in IMAP” setting. You need to make certain this can be checked therefore the IMAP client can see the e-mail stored in what it really will believe are folders. Yes, you can find some message duplication, but it’s a backup, so who cares, right?
Just make sure you check your client configuration. A number of them have obscure settings that limit just how much of the server-based mail it will download.
The only real downside with this approach is you have to leave a user-based application running on a regular basis to seize the e-mail. But when you have a spare PC somewhere or don’t mind having an extra app running on your desktop, it’s an adaptable, reliable, easy win.
Gmvault: Gmvault is really a slick pair of Python scripts which will are powered by Windows, Mac, and Linux and supplies a variety of capabilities, including backing up your entire Gmail archive and easily helping you to move everything 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 it’s a command-line script, in order to easily schedule it and merely allow it to run without too much overhead. You can also use it on one machine to backup several 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 program, connect it in your Gmail, and download. It will do incremental downloads and even permit you to browse your downloaded email and attachments from within the app.
Upsafe isn’t nearly as versatile as Gmvault, but it’s fast and painless.
The organization also offers a cloud backup solution, which listed as free, but additionally features a premium backup solution which increases storage beyond 3GB and permits you to select whether your information is stored in the usa or EU.
Mailstore Home: An additional free tool is Mailstore Home. Like Upsafe, Mailstore is Windows-only. The Things I like about Mailstore is that it has business and service-provider bigger brothers, so if you want a backup solution that goes beyond backing up individual Gmail accounts, this may work nicely to suit your needs. Additionally, 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 if this solution isn’t free, it’s got a couple of interesting things selecting it. First, it doesn’t just archive Gmail data, it also archives local email clients at the same time.
Somewhere over a backup disk, We have a pile of old Eudora email archives, and this could read them in and back them up. Needless to say, basically if i haven’t needed those messages since 2002, it’s not likely I’ll need them in the near future. But, hey, you are able to.
More to the level, MailArchiver X can store your email in a range of formats, including PDF and inside a FileMaker database. Both of these choices huge for stuff like discovery proceedings.
If you ever need so that you can do really comprehensive email analysis, and then deliver email to clients or even a court, possessing a FileMaker database of the messages could be a win. It’s been updated to become Sierra-compatible. Just make sure you get version 4. or greater.
Backupify: Finally for this particular category, I’m mentioning Backupify, even though it doesn’t really fit our topic. That’s because a lot of you might have suggested it. In the day, Backupify offered a free service backing up online services starting from Gmail to (apparently) Facebook. It offers since changed its model and possesses moved decidedly up-market into the G Suite and Salesforce world with no longer delivers a Gmail solution.
Our final type of solution is one-time backup snapshots. Rather than generating regular, incremental, updated backups, these approaches are good in the event you just want to get the mail away from Gmail, either to move to another platform or to experience a snapshot soon enough of the items you experienced within your account.
Google Takeout: The best in the backup snapshot offerings may be the one provided by Google: Google Takeout. From the Google settings, you can export just about all of your own Google data, across 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 a third-party Exchange hosting provide to Office 365, then when I moved from Office 365 to Gmail. It’s worked well both times.
The corporation, disappointingly referred to as Wireload instead of, say, something out of a traditional Bruce Willis Die Hard movie, charges $15 per account being moved. I discovered the charge to get definitely worth it, given its helpful support team and my desire to make a bit of a pain from myself until I knew every email message had made the trip successfully.
Backup via migration to Outlook.com: At roughly enough time I was 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 possibly will not necessarily might like to do a permanent migration. Nevertheless, these power tools can present you with a terrific way to obtain a snapshot backup by using a very different cloud-based infrastructure for archival storage.
There may be one more approach you can use, which happens to be technically not forwarding and is somewhat more limited compared to other on-the-fly approaches, however it works if you wish to just grab a fast section of your recent email, by way of example if you’re occurring vacation or perhaps a trip. I’m putting it in this particular section since 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 deal with your recent (in regards to a month) email without having a dynamic internet connection. It’s most certainly not a total backup, but might prove a good choice for those occasional whenever you simply want quick, offline access to recent messages — both incoming and outgoing.
One reason I do large “survey” articles similar to this is the fact that each individual and company’s needs are very different, and thus each one of these solutions might suit you must.
At Camp David, we use a mixture of techniques. First, I actually have several email accounts that toward my main Gmail account, so all of them keeps a t0PDF together with 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, an additional tower backup disk array, and returning to the cloud using Crashplan.
While individual messages might be a royal pain to dig up as needed, I actually have no less than five copies of almost each one, across an array of mediums, including one (and in some cases two) which are usually air-gapped on the web.