Some time ago, I moved away from Office 365 and Outlook and onto Gmail. Most of you thought I’d regret the move, nevertheless i have to explain how Gmail has become a nearly frictionless experience. I don’t think I’d ever resume using a standalone email application. Actually, I’m moving as many applications as I can on the cloud, just due to seamless benefits that gives.
Several of you also asked normally the one question that did have me a bit bothered: The way to do backups of the Gmail account? While Google includes a strong reputation of managing data, the simple fact remains that accounts might be hacked, and the possibility does exist that somebody could easily get locked out from a Gmail account.
Most of us have years of mission-critical business and private history in your Gmail archives, and it’s a great idea to possess a plan for making regular backups. In the following paragraphs (and its particular accompanying gallery), I am going to discuss a variety of excellent approaches for backing your Gmail data.
By the way, I’m distinguishing Gmail from G Suite, because there are a wide range 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 those things, that it makes sense to discuss Gmail naturally 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 subsequently.
Perhaps the easiest method of backup, if less secure or complete as opposed to others, is the on-the-fly forwarding approach. The theory is that each message that comes into Gmail will then be forwarded or processed in some manner, ensuring its availability for an archive.
Before discussing the specifics regarding how this works, let’s cover a few of the disadvantages. First, except if you start accomplishing this once you begin your Gmail usage, you simply will not use a complete backup. You’ll have only a backup of flow moving forward.
Second, while incoming mail could be preserved in another storage mechanism, none of your outgoing email messages will probably be archived. Gmail doesn’t have 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 very easiest of these mechanisms is to create a filter in Gmail. Set it up to forward all that you email to a different one email account on a few other service. There you decide to 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 makes the G Suite account, a filter is used, which email is sent on its way 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 disadvantage of this, speaking personally, is simply one of my many contact information is archived applying this method, with out mail I send is stored.
SMTP server forwarding rules: For that longest time, I used Exchange and Outlook as my email environment and Gmail as by incoming mail backup. My domain was set to a SMTP server running at my hosting company, and so i experienced a server-side rule that sent every email message both to Exchange and to Gmail.
You are able to reverse this. You might also send mail for any private domain for an SMTP server, but use another service (whether Office 365 or something free, like Outlook.com) as being a backup destination.
Forward to Evernote: Each Evernote account features a special email address that you can use to mail things right into your Evernote archive. This really is a variation about the Gmail forwarding filter, in this you’d still use Gmail to forward everything, but this time towards the Evernote-provided current email address. Boom! Incoming mail saved in Evernote.
IFTTT to Dropbox (or Google Drive or OneNote, etc): Although this approach isn’t strictly forwarding, it’s another on-the-fly approach that gives a backup for your mail can be purchased in. There is a lot of great rules that link Gmail to storage services like Dropbox, and you could use IFTTT.com to backup all of your messages or perhaps incoming attachments to services like Dropbox.
In all these cases, you’re essentially moving one cloud email store to a different 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 get your message store (and all your messages) through the cloud down to a nearby machine. Consequently although you may lost your t0PDF connection, lost your Gmail account, or even your online accounts got hacked, you’d have got a safe archive on the local machine (and, perhaps, even t0PDF approximately local, offline media).
Local email client software: Possibly the most tried-and-true approach for this can be by using a local email client program. It is possible to run anything from Thunderbird to Outlook to Apple Mail to an array of traditional, old-school PC-based email clients.
All you should do is set up Gmail to allow for IMAP (Settings -> Forwarding and POP/IMAP -> Enable IMAP) then put in place a message client to connect to Gmail via IMAP. You would like to use IMAP as opposed to POP3 because IMAP will leave the messages about the server (in your Gmail archive), where POP3 will suck all of them down, removing them from the cloud.
You’ll should also enter into your Label settings. There, you’ll find a summary of your labels, as well as on the best-hand side is really a “Show in IMAP” setting. You need to make sure this is checked so the IMAP client will see the e-mail stored in what it really will believe are folders. Yes, you can receive some message duplication, but it’s a backup, so who cares, right?
Just be certain you check your client configuration. A few of them have obscure settings that limit simply how much of your own server-based mail it would download.
Really the only downside with this approach is you need to leave a user-based application running on a regular basis to grab the e-mail. But in case you have an extra 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 actually a slick pair of Python scripts which will are powered by Windows, Mac, and Linux and provides a variety of capabilities, including backing the entire Gmail archive and simply helping you to move all that email to another one Gmail account. Yep, it is a workable solution for easily moving mail between accounts.
What’s nice about Gmvault is that it’s a command-line script, in order to easily schedule it and simply let it run without excessive overhead. Also you can apply it to one machine to backup a variety of 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 software, connect it to your Gmail, and download. It can do incremental downloads and in many cases enable you to browse your downloaded email and attachments from inside the app.
Upsafe isn’t nearly as versatile as Gmvault, but it’s fast and painless.
The company also offers a cloud backup solution, which listed as free, but also comes with a premium backup solution which increases storage beyond 3GB and allows 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 repair-provider bigger brothers, so if you want a backup solution that goes beyond backing up individual Gmail accounts, this could work nicely for you. Furthermore, it can backup Exchange, Office 365, as well as other IMAP-based email servers.
MailArchiver X: Next, we go to MailArchiver X, a $34.95 OS X-based solution. Even if this solution isn’t free, it’s got a few interesting things selecting it. First, it doesn’t just archive Gmail data, additionally, it archives local email clients too.
Somewhere on a backup disk, I actually have a pile of old Eudora email archives, and this could read them in and back them up. Needless to say, should 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 many different formats, including PDF and in a FileMaker database. Both of these choices are huge for such things as discovery proceedings.
Should you ever need so as to do really comprehensive email analysis, then deliver email to clients or possibly a court, having a FileMaker database of your respective messages might be a win. It’s been updated to get Sierra-compatible. Just provide you with version 4. or greater.
Backupify: Finally with this category, I’m mentioning Backupify, even though it doesn’t really fit our topic. That’s because several of you possess suggested it. During the day, Backupify offered a free of charge service backing up online services which range from Gmail to (apparently) Facebook. It provides since changed its model and contains moved decidedly up-market into the G Suite and Salesforce world with out longer provides 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 perfect should you only want to get the mail out from Gmail, either to advance to a different one platform or to get a snapshot soon enough of the things you needed inside your account.
Google Takeout: The easiest in the backup snapshot offerings is definitely the one supplied by Google: Google Takeout. From your Google settings, it is possible to export just about all of your respective Google data, across your entire Google applications. Google Takeout dumps your data either in your Google Drive or enables you to 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 after that when I moved from Office 365 to Gmail. It’s worked well both times.
The organization, disappointingly called Wireload as an alternative to, say, something from a classic Bruce Willis Die Hard movie, charges $15 per account being moved. I discovered the charge to be well worth it, given its helpful support team and my want 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 enough time I used to be 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 the Gmail backup perspective, you might not necessarily want to do a permanent migration. Nevertheless, these tools can provide you with a terrific way to get a snapshot backup employing a completely different cloud-based infrastructure for archival storage.
There may be another approach you may use, which happens to be technically not forwarding and it is somewhat more limited in comparison to the other on-the-fly approaches, but it really works if you would like just grab a quick part of your recent email, as an example if you’re going on vacation or even a trip. I’m putting it in this section since 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 (about a month) email without having a dynamic internet connection. It’s definitely not a whole backup, but might prove ideal for those occasional once you just want quick, offline access to recent messages — both incoming and outgoing.
One good reason I truly do large “survey” articles like this is the fact every person and company’s needs will vary, therefore each of these solutions might suit you must.
Right here at Camp David, we use a combination of techniques. First, I actually have numerous email accounts that toward my main Gmail account, so each one keeps a t0PDF along with my primary Gmail account.
Then, I take advantage of 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, a 2nd tower backup disk array, and returning to the cloud using Crashplan.
While individual messages may be a royal pain to dig up as needed, I actually have a minimum of five copies of almost each, across a wide range of mediums, including one (and in some cases two) which are usually air-gapped from the web.