Not too long ago, I moved off from Office 365 and Outlook and onto Gmail. A lot of you thought I’d regret the move, having said that i have to explain how Gmail has become a nearly frictionless experience. I don’t think I’d ever get back to utilizing a standalone email application. In fact, I’m moving as numerous applications as I can towards the cloud, just because of the seamless benefits that gives.
Many of you also asked normally the one question that did have me a bit bothered: The best way to do backups of any Gmail account? While Google features a strong track record of managing data, the very fact remains that accounts could possibly be hacked, and also the possibility does exist that somebody could easily get locked out from a Gmail account.
A lot of us have years of mission-critical business and personal history inside our Gmail archives, and it’s a smart idea to have a policy for making regular backups. In this post (as well as its accompanying gallery), I will discuss a variety of excellent approaches for backing increase your Gmail data.
Furthermore, I’m distinguishing Gmail from G Suite, seeing 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 makes sense to talk about Gmail on its own 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 in turn.
Maybe the easiest way of backup, if less secure or complete as opposed to others, may be the on-the-fly forwarding approach. The idea is that each message that comes into Gmail is then forwarded or processed for some reason, ensuring its availability as being an archive.
Before discussing the details regarding how this works, let’s cover several of the disadvantages. First, except if you start doing this when you begin your Gmail usage, you will not have a complete backup. You’ll have only a backup of flow going forward.
Second, while incoming mail can be preserved in another storage mechanism, none of your respective outgoing email messages will be archived. Gmail doesn’t provide an “on send” filter.
Finally, there are several security issues involve with sending email messages with other sources, often in open and unencrypted text format.
Gmail forwarding filter: The particular easiest of the mechanisms is to create a filter in Gmail. Set it up to forward all you could email to a different email account on a few other 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 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 keep a copy in a second Google account and, for $8.33/mo, I have pretty good support from Google. The disadvantage of this, speaking personally, is simply one of my many email addresses is archived using this method, with out 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 to an SMTP server running at my hosting company, and that i had a server-side rule that sent every email message both to switch as well as Gmail.
It is possible to reverse this. You might also send mail to get a private domain with an SMTP server, but use another service (whether Office 365 or something free, like Outlook.com) as being a backup destination.
To Evernote: Each Evernote account has a special current email address which you can use to mail things directly into your Evernote archive. This really is a variation on the Gmail forwarding filter, because you’d still use Gmail to forward everything, but this time to the Evernote-provided email address. Boom! Incoming mail stored in Evernote.
IFTTT to Dropbox (or Google Drive or OneNote, etc): While this approach isn’t strictly forwarding, it’s another on-the-fly approach that provides a backup as your mail can be purchased in. There are a number 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 each one of these cases, you’re essentially moving one cloud email store to another one email store, if you want something that you can physically control, let’s go on to the next strategy.
The download and archive group covers methods that will get your message store (and your messages) through the cloud to the 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 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 approach for this is utilizing a local email client program. You can run anything from Thunderbird to Outlook to Apple Mail to a variety of traditional, old-school PC-based email clients.
All you have to do is to establish Gmail to permit for IMAP (Settings -> Forwarding and POP/IMAP -> Enable IMAP) then put in place an email client in order to connect to Gmail via IMAP. You would like to use IMAP as opposed to POP3 because IMAP will leave the messages in the server (inside your Gmail archive), where POP3 will suck them down, removing them through the cloud.
You’ll should also go deep into your Label settings. There, you’ll find a listing of your labels, and on the best-hand side is a “Show in IMAP” setting. You have to ensure this really is checked so the IMAP client can easily see the email kept in exactly what it will believe are folders. Yes, you can find 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 of the server-based mail it can download.
The sole downside of the approach is you must leave a person-based application running at all times to get the email. But in case you have an extra PC somewhere or don’t mind through an extra app running on your desktop, it’s an adaptable, reliable, easy win.
Gmvault: Gmvault is really a slick set of Python scripts which will are powered by Windows, Mac, and Linux and offers a variety of capabilities, including backing your 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, so you can easily schedule it and merely permit it to run without an excessive amount of 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 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 the program, connect it for your Gmail, and download. It can do incremental downloads and even permit 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 corporation also provides a cloud backup solution, which listed as free, and also features a premium backup solution which increases storage beyond 3GB and permits you to select whether your computer data is stored in the usa 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 if you want a backup solution that goes beyond backing up individual Gmail accounts, this could work nicely to suit your needs. In addition, it can backup Exchange, Office 365, along with other 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 with a backup disk, I have a pile of old Eudora email archives, and that could read them in and back them up. Naturally, 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 number of formats, including PDF and in the FileMaker database. Both of these choices huge for stuff like discovery proceedings.
If you need to be able to do really comprehensive email analysis, after which deliver email to clients or perhaps a court, using a FileMaker database of your respective messages may well be a win. It’s been updated being Sierra-compatible. Just get version 4. or greater.
Backupify: Finally with this category, I’m mentioning Backupify, though it doesn’t really fit our topic. That’s because a lot of you possess suggested it. Back in the day, Backupify offered a free service backing up online services which range from Gmail to (apparently) Facebook. It has since changed its model and has moved decidedly up-market in to the G Suite and Salesforce world and no 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 should you would like to get the mail out from Gmail, either to advance to another platform or to experience a snapshot in time of what you had within your account.
Google Takeout: The simplest of the backup snapshot offerings is definitely the one given by Google: Google Takeout. Out of your Google settings, you can export just about all of the Google data, across all of your Google applications. Google Takeout dumps the information either into the Google Drive or allows 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, and after that once i moved from Office 365 to Gmail. It’s worked well both times.
The business, disappointingly called Wireload as an alternative to, say, something away from a classic Bruce Willis Die Hard movie, charges $15 per account being moved. I stumbled upon the charge to be definitely worth it, given its helpful support team and my need 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 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 help make the jump.
From a Gmail backup perspective, you may not necessarily might like to do a lasting migration. However, these power tools can give you a wonderful way to get a snapshot backup by using a completely different cloud-based infrastructure for archival storage.
There is certainly one more approach you may use, which happens to be technically not forwarding and is also somewhat more limited than the other on-the-fly approaches, but it really works if you want to just grab a quick percentage of your recent email, for example if you’re going on vacation or a trip. I’m putting it in this section mainly because it didn’t really fit anywhere better.
That’s Gmail Offline, depending on a Chrome browser plugin. As the name implies, Gmail Offline lets you work with your recent (with regards to a month) email without having an active internet connection. It’s most certainly not a whole backup, but might prove helpful for those occasional whenever you simply wish quick, offline access to recent messages — both incoming and outgoing.
A primary reason I truly do large “survey” articles such as this is that every person and company’s needs are very different, and so each one of these solutions might suit you should.
At Camp David, we use a mixture of techniques. First, I have got several email accounts that toward my main Gmail account, so each of them keeps a t0PDF as well as 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, another tower backup disk array, and returning to the cloud using Crashplan.
While individual messages may be a royal pain to dig up if needed, We have at least five copies of almost each one, across a wide range of mediums, including one (and quite often two) which are usually air-gapped on the internet.