Not long ago, I moved off of Office 365 and Outlook and onto Gmail. Many of you thought I’d regret the move, however i have to tell you that Gmail has been a nearly frictionless experience. I don’t think I’d ever resume utilizing a standalone email application. Actually, I’m moving as numerous applications as I can on the cloud, just due to the seamless benefits which offers.
A lot of you also asked the one question that did have me a bit bothered: The way to do backups of the Gmail account? While Google has a strong track record of managing data, the actual fact remains that accounts could possibly be hacked, and the possibility does exist that somebody could easily get locked out of a Gmail account.
Many people have several years of mission-critical business and private history in our Gmail archives, and it’s a good idea to possess a plan for making regular backups. In this article (along with its accompanying gallery), I will discuss numerous 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. Even though Gmail is definitely the consumer offering, so many of us use Save emails to PDF as our hub for many things, that it seems sensible to talk about Gmail by itself 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 consequently.
Possibly the easiest way of backup, if less secure or complete than the others, is definitely the on-the-fly forwarding approach. The idea is that each message that comes into Gmail will then be forwarded or processed in some manner, ensuring its availability as an archive.
Before discussing the specifics regarding how this works, let’s cover a few of the disadvantages. First, unless you start achieving this the instant you begin your Gmail usage, you simply will not use a complete backup. You’ll just have a backup of flow moving forward.
Second, while incoming mail might 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 numerous security issues involve with sending email messages with other sources, often in open and unencrypted text format.
Gmail forwarding filter: The easiest of such mechanisms is to create a filter in Gmail. Set it up to forward all you email to a different email account on various other service. There you choose to go. Done.
G Suite forwarding: One simple way I grab all incoming mail to my corporate domain is employing a G Suite account. My company-related email makes the G Suite account, a filter is used, which email is sent on its method to my main Gmail account.
This supplies two benefits. First, I keep a copy in a second Google account and, for $8.33/mo, I have pretty good support from Google. The problem with this, speaking personally, is just one of my many email addresses is archived by using this method, with no 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 for 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 could also send mail to get a private domain to a SMTP server, but use another service (whether Office 365 or something that is free, like Outlook.com) as being a backup destination.
Forward to Evernote: Each Evernote account comes with a special email address which can be used to mail things right into your Evernote archive. This is a variation around the Gmail forwarding filter, in this 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 if this approach isn’t strictly forwarding, it’s another on-the-fly approach that gives a backup as the mail can be purchased in. You can find a handful of great rules that link Gmail to storage services like Dropbox, and you can use IFTTT.com to backup all your messages or just incoming attachments to services like Dropbox.
In all these cases, you’re essentially moving one cloud email store to a different one 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 which get your message store (and all your messages) through the cloud as a result of a nearby machine. Consequently even when you lost your t0PDF connection, lost your Gmail account, or your online accounts got hacked, you’d use a safe archive on the local machine (and, perhaps, even t0PDF up to local, offline media).
Local email client software: Perhaps the most tried-and-true means for this can be using a local email client program. You can run anything from Thunderbird to Outlook to Apple Mail to a wide range 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) and then setup an email client for connecting to Gmail via IMAP. You need to use IMAP as opposed to POP3 because IMAP will leave the messages on the server (within your Gmail archive), where POP3 will suck all of them down, removing them from the cloud.
You’ll also need to enter into your Label settings. There, you’ll find a summary of your labels, as well as on the best-hand side is actually a “Show in IMAP” setting. You must ensure this really is checked hence the IMAP client are able to see the email saved in what it really will think are folders. Yes, you can receive some message duplication, but it’s a backup, so who cares, right?
Just make sure you examine your client configuration. A number of them have obscure settings that limit simply how much of your own server-based mail it would download.
Really the only downside on this approach is you have to leave a user-based application running all the time to seize the e-mail. But if you have an extra PC somewhere or don’t mind having an extra app running on the desktop, it’s a versatile, reliable, easy win.
Gmvault: Gmvault is really a slick group of Python scripts which will are powered by Windows, Mac, and Linux and supplies an array of capabilities, including backing your entire Gmail archive and simply allowing you to move everything 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 simply permit it to run without excessive overhead. You can also use it on one machine to backup a variety of accounts. Finally, it stores in multiple formats, including standard ones like .mbx that could 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 the program, hook it up in your Gmail, and download. It is going to do incremental downloads and in many cases allow you to browse your downloaded email and attachments from the inside the app.
Upsafe isn’t as versatile as Gmvault, but it’s fast and painless.
The business now offers a cloud backup solution, which listed as free, but additionally comes with a premium backup solution which increases storage beyond 3GB and lets you 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 that it has business and service-provider bigger brothers, so if you need a backup solution that surpasses backing up individual Gmail accounts, this might work well for you. Additionally, it can backup Exchange, Office 365, and various IMAP-based email servers.
MailArchiver X: Next, we visit MailArchiver X, a $34.95 OS X-based solution. Even though this solution isn’t free, it’s got a number of interesting things choosing it. First, it doesn’t just archive Gmail data, additionally, it archives local email clients at the same time.
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. Needless to say, 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 point, MailArchiver X can store your email in many different formats, including PDF and within a FileMaker database. These choices are huge for stuff like discovery proceedings.
Should you ever need so as to do really comprehensive email analysis, and then deliver email to clients or perhaps a court, possessing a FileMaker database of your own messages might be a win. It’s been updated to get Sierra-compatible. Just 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 a lot of you have suggested it. In the day, Backupify offered a no cost service backing up online services starting from Gmail to (apparently) Facebook. It offers since changed its model and has moved decidedly up-market in the G Suite and Salesforce world with out longer supplies a Gmail solution.
Our final category of solution are one-time backup snapshots. Instead of generating regular, incremental, updated backups, these approaches are great in the event you just want to obtain your mail from Gmail, either to maneuver to another one platform or to possess a snapshot over time of the things you had with your account.
Google Takeout: The simplest in the backup snapshot offerings is definitely the one given 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 data either in your Google Drive or permits you to download a pile of ZIP files. It’s easy, comprehensive, and free.
YippieMove: I’ve used YippieMove twice, first once i moved from the third-party Exchange hosting provide to Office 365, then once i moved from Office 365 to Gmail. It’s worked well both times.
The business, disappointingly generally known as Wireload as opposed to, say, something away from a timeless Bruce Willis Die Hard movie, charges $15 per account being moved. I came across the fee to get well worth it, given its helpful support team and my need 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 time I used to be moving from Office 365 to Gmail, Ed Bott moved from Gmail to Outlook. He used a few of Outlook’s helpful migration tools to produce the jump.
From the Gmail backup perspective, you will possibly not necessarily need to do a lasting migration. Having said that, these tools can provide you with a terrific way to obtain a snapshot backup by using a completely different cloud-based infrastructure for archival storage.
There may be one more approach you should use, which is technically not forwarding and it is somewhat more limited in comparison to the other on-the-fly approaches, but it really works if you wish to just grab a fast percentage of your recent email, as an example if you’re occurring vacation or even a trip. I’m putting it in this particular section since 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 (in regards to a month) email without having a dynamic web connection. It’s certainly not a complete backup, but might prove useful for those occasional when you would just like quick, offline usage of recent messages — both incoming and outgoing.
One reason I really do large “survey” articles similar to this is the fact that every person and company’s needs will vary, and thus each one of these solutions might suit you best.
Here at Camp David, we use a mixture of techniques. First, I have got a variety of email accounts that forward to my main Gmail account, so every one of them keeps a t0PDF along with my primary Gmail account.
Then, I take advantage of Gmvault running 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 might be a royal pain to dig up if needed, We have at the very least five copies of just about each one of these, across a wide array of mediums, including one (and often two) which can be usually air-gapped on the web.