Some time ago, I moved away from Office 365 and Outlook and onto Gmail. Most of you thought I’d regret the move, but I ought to inform you that Gmail has been a nearly frictionless experience. I don’t think I’d ever return to by using a standalone email application. Actually, I’m moving as numerous applications while i can to the cloud, just due to the seamless benefits that offers.
A lot of you also asked normally the one question that did have us a bit bothered: The best way to do backups of the Gmail account? While Google includes a strong history of managing data, the fact remains that accounts may be hacked, along with the possibility does exist that someone could get locked away from a Gmail account.
Many people have many years of mission-critical business and personal history inside our Gmail archives, and it’s a good idea to have a arrange for making regular backups. In the following paragraphs (along with its accompanying gallery), I am going to discuss several excellent approaches for backing increase your Gmail data.
Incidentally, I’m distinguishing Gmail from G Suite, since there are a wide array of G Suite solutions. Although Gmail is 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 alone merits.
Overall, you will find three main approaches: On-the-fly forwarding, download-and-archive, and periodic a treadmill-time backup snapshots. I’ll discuss each approach in turn.
Possibly the easiest way of backup, if less secure or complete as opposed to others, may be the on-the-fly forwarding approach. The thought the following is that each and every message that comes into Gmail will then be forwarded or processed in some way, ensuring its availability as an archive.
Before discussing the specifics regarding how this works, let’s cover several of the disadvantages. First, if you do not start accomplishing this once 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 could be preserved in another storage mechanism, none of your respective outgoing email messages will probably be archived. Gmail doesn’t come with an “on send” filter.
Finally, there are several security issues involve with sending email messages for some other sources, often in open and unencrypted text format.
Gmail forwarding filter: The really easiest of those mechanisms is to put together a filter in Gmail. Set it to forward all you email to another email account on another service. There you are going. Done.
G Suite forwarding: One simple way I grab all incoming mail to my corporate domain is utilizing a G Suite account. My company-related email makes the G Suite account, a filter is used, and therefore email is sent on its strategy to my main Gmail account.
This provides you with two benefits. First, I have a copy inside a second Google account and, for $8.33/mo, I become very good support from Google. The problem with this, speaking personally, is only one of my many email addresses is archived by using this method, without any 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 a SMTP server running at my hosting company, and that i enjoyed a server-side rule that sent every email message both to Exchange as well as Gmail.
It is possible to reverse this. You could also send mail for a private domain for 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 comes with a special email address that you can use to mail things straight into your Evernote archive. This really is a variation in the Gmail forwarding filter, in this you’d still use Gmail to forward everything, but now for the Evernote-provided e-mail address. Boom! Incoming mail stored 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 is available in. You will find 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 just incoming attachments to services like Dropbox.
In all these cases, you’re essentially moving one cloud email store to another email store, if you want something that you can physically control, let’s go onto the next strategy.
The download and archive group covers methods that will get your message store (and all of your messages) from the cloud as a result of a neighborhood machine. Which means that even when you lost your t0PDF connection, lost your Gmail account, or maybe your online accounts got hacked, you’d possess a safe archive on your local machine (and, perhaps, even t0PDF as much as local, offline media).
Local email client software: Perhaps the most tried-and-true method for this 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 that you should do is set up Gmail to permit 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 an alternative to POP3 because IMAP will leave the messages around the server (with your Gmail archive), where POP3 will suck them all down, removing them from the cloud.
You’ll should also get into your Label settings. There, you’ll find a list of your labels, and so on the proper-hand side is actually a “Show in IMAP” setting. You have to ensure this is checked hence the IMAP client are able to see the email kept in just what it will believe are folders. Yes, you can find some message duplication, but it’s a backup, so who cares, right?
Just be certain you look at the client configuration. A number of them have obscure settings that limit just how much of the server-based mail it is going to download.
Really the only downside on this approach is you need to leave an individual-based application running constantly to grab the e-mail. But for those who have a spare PC somewhere or don’t mind having an extra app running on the desktop, it’s a flexible, reliable, easy win.
Gmvault: Gmvault is a slick group of Python scripts that may operate on Windows, Mac, and Linux and offers a variety of capabilities, including backing up your entire Gmail archive and easily allowing you to move everything email to a different Gmail account. Yep, it is a workable solution for easily moving mail between accounts.
What’s nice about Gmvault is it’s a command-line script, so that you can easily schedule it and only let it run without a lot of overhead. You may also apply it to one machine to backup a number of accounts. Finally, it stores in multiple formats, including standard ones like .mbx that 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, hook it up to the Gmail, and download. It can do incremental downloads and in many cases let you browse your downloaded email and attachments from inside the app.
Upsafe isn’t as versatile as Gmvault, but it’s fast and painless.
The organization now offers a cloud backup solution, which listed as free, but in addition comes with a premium backup solution which increases storage beyond 3GB and allows you to select whether your data is stored in the united states or EU.
Mailstore Home: One more free tool is Mailstore Home. Like Upsafe, Mailstore is Windows-only. A Few Things I like about Mailstore is that it has business and service-provider bigger brothers, so should you prefer a backup solution that surpasses backing up individual Gmail accounts, this may work efficiently for you personally. Furthermore, it can backup Exchange, Office 365, and various IMAP-based email servers.
MailArchiver X: Next, we go 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 choosing it. First, it doesn’t just archive Gmail data, in addition, it archives local email clients at the same time.
Somewhere over a backup disk, I have a pile of old Eudora email archives, and that 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 anytime soon. But, hey, you are able to.
More to the point, MailArchiver X can store your email in a range of formats, including PDF and in a FileMaker database. Those two options are huge for stuff like discovery proceedings.
If you ever need in order to do really comprehensive email analysis, and after that deliver email to clients or perhaps a court, using a FileMaker database of your own messages can be quite a win. It’s been updated to be Sierra-compatible. Just make sure you get version 4. or greater.
Backupify: Finally for this particular category, I’m mentioning Backupify, although it doesn’t really fit our topic. That’s because many of you may have suggested it. In 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 has moved decidedly up-market in to the G Suite and Salesforce world with no longer supplies a Gmail solution.
Our final category of solution is one-time backup snapshots. Instead of generating regular, incremental, updated backups, these approaches are excellent if you just want to get your mail away from Gmail, either to move to a different one platform or to experience a snapshot soon enough of what you had with your account.
Google Takeout: The best of your backup snapshot offerings is the one given by Google: Google Takeout. Out of your Google settings, it is possible to export almost all of the Google data, across all of your Google applications. Google Takeout dumps the info either to 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 as i moved from a third-party Exchange hosting provide to Office 365, and after that as i moved from Office 365 to Gmail. It’s worked well both times.
The business, disappointingly known as Wireload rather than, say, something out from a timeless Bruce Willis Die Hard movie, charges $15 per account being moved. I found the charge to be definitely worth it, given its helpful support team and my desire to make somewhat 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 the time I was moving from Office 365 to Gmail, Ed Bott moved from Gmail to Outlook. He used some of Outlook’s helpful migration tools to produce the jump.
From a Gmail backup perspective, you might not necessarily need to do a lasting migration. Nevertheless, these power tools can provide the best way to obtain a snapshot backup utilizing a different cloud-based infrastructure for archival storage.
There is an additional approach you can use, which is technically not forwarding which is somewhat more limited compared to the 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 taking place vacation or even a trip. I’m putting it in this particular section as 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 (with regards to a month) email with out a lively connection to the internet. It’s definitely not an entire backup, but might prove ideal for those occasional when you just want quick, offline usage of recent messages — both incoming and outgoing.
One reason I really do large “survey” articles similar to this is each individual and company’s needs will vary, so each one of these solutions might suit you better.
At Camp David, we use a combination of techniques. First, I actually have several email accounts that to my main Gmail account, so all of them keeps a t0PDF together 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 may be a royal pain to dig up if required, We have no less than five copies of just about each, across an array of mediums, including one (and sometimes two) that are usually air-gapped on the web.