A few years ago, I moved off of Office 365 and Outlook and onto Gmail. Several of you thought I’d regret the move, having said that i have to explain how Gmail is a huge nearly frictionless experience. I don’t think I’d ever go back to employing a standalone email application. In reality, I’m moving as numerous applications while i can to the cloud, just due to the seamless benefits that provides.
Most of you also asked normally the one question that did have me a bit bothered: How you can do backups of your Gmail account? While Google carries a strong reputation of managing data, the actual fact remains that accounts may be hacked, as well as the possibility does exist that someone might get locked out from a Gmail account.
A lot of us have many years of mission-critical business and private history in your Gmail archives, and it’s a smart idea to possess a plan for making regular backups. In this post (along with its accompanying gallery), I will discuss a variety of excellent approaches for backing the Gmail data.
Furthermore, I’m distinguishing Gmail from G Suite, as there are a wide array of G Suite solutions. Despite the fact that Gmail may be the consumer offering, so many of us use Save emails to PDF as our hub for many things, that it seems sensible to go over Gmail alone merits.
Overall, you can find three main approaches: On-the-fly forwarding, download-and-archive, and periodic or one-time backup snapshots. I’ll discuss each approach consequently.
Perhaps the easiest method of backup, if less secure or complete as opposed to others, is definitely the on-the-fly forwarding approach. The concept is that every message which comes into Gmail will be forwarded or processed in some way, ensuring its availability as an archive.
Before discussing the details about how this works, let’s cover a few of the disadvantages. First, until you start accomplishing this as soon as you begin your Gmail usage, you will not have a complete backup. You’ll simply have a backup of flow going forward.
Second, while incoming mail may be preserved in another storage mechanism, none of your respective outgoing email messages will likely be archived. Gmail doesn’t offer an “on send” filter.
Finally, there are lots of security issues involve with sending email messages with other sources, often in open and unencrypted text format.
Gmail forwarding filter: The particular easiest of these mechanisms is to put together a filter in Gmail. Set it to forward all you email to a different one email account on another service. There you choose to go. Done.
G Suite forwarding: One easy 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, and that email is sent on its strategy to my main Gmail account.
This provides two benefits. First, I keep a copy in a second Google account and, for $8.33/mo, I recieve excellent support from Google. The downside of this, speaking personally, is just one of my many emails is archived employing 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 enjoyed a server-side rule that sent every email message both to change and to Gmail.
You may reverse this. You might send mail for a private domain with an SMTP server, but use another service (whether Office 365 or something free, like Outlook.com) as a backup destination.
Toward Evernote: Each Evernote account has a special e-mail address which can be used to mail things straight into your Evernote archive. It is a variation about the Gmail forwarding filter, because you’d still use Gmail to forward everything, but now to the Evernote-provided email 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 which offers a backup as the mail comes in. You will find a bunch of great rules that link Gmail to storage services like Dropbox, and you will use IFTTT.com to backup your entire messages or perhaps incoming attachments to services like Dropbox.
In each one of these cases, you’re essentially moving one cloud email store to a different email store, when you want something that 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 sorts of your messages) from the cloud to the local machine. Consequently although you may lost your t0PDF connection, lost your Gmail account, or perhaps your online accounts got hacked, you’d use a safe archive on your own local machine (and, perhaps, even t0PDF around local, offline media).
Local email client software: Possibly the most tried-and-true approach for this really is employing a local email client program. You are able to run anything from Thunderbird to Outlook to Apple Mail to a wide range of traditional, old-school PC-based email clients.
All you should do is established Gmail to permit for IMAP (Settings -> Forwarding and POP/IMAP -> Enable IMAP) then create an email client for connecting to Gmail via IMAP. You want to use IMAP as opposed to POP3 because IMAP will leave the messages about the server (in your Gmail archive), where POP3 will suck them all down, removing them from your cloud.
You’ll also need to enter into your Label settings. There, you’ll find a listing of your labels, and so on the best-hand side is a “Show in IMAP” setting. You should make certain this is certainly checked therefore the IMAP client are able to see the email saved in what it will think 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. A few of them have obscure settings to limit the amount of the server-based mail it can download.
The sole downside on this approach is you have to leave an individual-based application running at all times to get the e-mail. But if you have an extra PC somewhere or don’t mind getting an extra app running on the desktop, it’s a flexible, reliable, easy win.
Gmvault: Gmvault is actually a slick pair of Python scripts which will operate on Windows, Mac, and Linux and supplies a wide array of capabilities, including backing up your entire Gmail archive and easily enabling you to move all that email to a different Gmail account. Yep, this is a workable solution for easily moving mail between accounts.
What’s nice about Gmvault is that it’s a command-line script, to help you easily schedule it and only allow it run without excessive overhead. You may also use it on 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 the program, connect it to your Gmail, and download. It would do incremental downloads and even enable 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 company even offers a cloud backup solution, which listed as free, but additionally features a premium backup solution which increases storage beyond 3GB and enables you to select whether your data is stored in america 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 nicely to suit your needs. It also can backup Exchange, Office 365, along with other IMAP-based email servers.
MailArchiver X: Next, we visit MailArchiver X, a $34.95 OS X-based solution. Even if this solution isn’t free, it’s got a couple of interesting things opting for it. First, it doesn’t just archive Gmail data, in addition, it archives local email clients too.
Somewhere on the backup disk, I actually have a pile of old Eudora email archives, and also this could read them in and back them up. Naturally, generally if i haven’t needed those messages since 2002, it’s not likely I’ll need them soon. But, hey, you can.
More to the stage, MailArchiver X can store your email in a number of formats, including PDF and in a FileMaker database. Both of these alternatives are huge for things like discovery proceedings.
If you need in order to do really comprehensive email analysis, then deliver email to clients or possibly a court, developing a FileMaker database of your own messages can be quite a win. It’s been updated to get Sierra-compatible. Just make sure you get version 4. or greater.
Backupify: Finally just for this category, I’m mentioning Backupify, although it doesn’t really fit our topic. That’s because several 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 has since changed its model and contains moved decidedly up-market to the G Suite and Salesforce world with out longer provides a Gmail solution.
Our final group of solution are one-time backup snapshots. Instead of generating regular, incremental, updated backups, these approaches are excellent if you would like to get the mail from Gmail, either to go to a different platform or to get a snapshot with time of what you had with your account.
Google Takeout: The most basic of your backup snapshot offerings is definitely the one given by Google: Google Takeout. Out of your Google settings, you may export almost all of your Google data, across your entire Google applications. Google Takeout dumps your 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 once i moved from your third-party Exchange hosting provide to Office 365, after which as i moved from Office 365 to Gmail. It’s worked well both times.
The business, disappointingly generally known as Wireload rather than, say, something out of a classic Bruce Willis Die Hard movie, charges $15 per account being moved. I found the fee to become worth it, given its helpful support team and my desire to make somewhat of a pain away from myself until I knew every email message had made the trip successfully.
Backup via migration to Outlook.com: At roughly some time I was moving from Office 365 to Gmail, Ed Bott moved from Gmail to Outlook. He used a few of Outlook’s helpful migration tools to help make the jump.
From your Gmail backup perspective, you will possibly not necessarily might like to do a lasting migration. Having said that, these power tools can present you with a wonderful way to have a snapshot backup by using a very different cloud-based infrastructure for archival storage.
There is an additional approach you may use, which happens to be technically not forwarding and is somewhat more limited compared to the other on-the-fly approaches, but it works if you wish to just grab a fast portion of your recent email, by way of example if you’re occurring vacation or possibly a trip. I’m putting it in this particular 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 deal with your recent (with regards to a month) email without having an energetic internet access. It’s definitely not a complete backup, but might prove ideal for those occasional whenever you would just like quick, offline access to recent messages — both incoming and outgoing.
One of the reasons I actually do large “survey” articles this way is the fact that each individual and company’s needs are different, and so each of these solutions might suit you best.
Here at Camp David, we use a mix of techniques. First, I have several email accounts that forward to my main Gmail account, so every one of them keeps a t0PDF in addition to 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, 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 required, We have no less than five copies of almost each, across a wide array of mediums, including one (and in some cases two) that are usually air-gapped on the web.