Not too long ago, I moved off of Office 365 and Outlook and onto Gmail. Most of you thought I’d regret the move, nevertheless i ought to inform you that Gmail is a nearly frictionless experience. I don’t think I’d ever resume by using a standalone email application. The truth is, I’m moving as many applications because i can to the cloud, just because of the seamless benefits that provides.
Several of you additionally asked the main one question that did have me a bit bothered: The best way to do backups of the Gmail account? While Google carries a strong history of managing data, the simple fact remains that accounts could be hacked, as well as the possibility does exist that somebody could get locked out of a Gmail account.
A lot of us have many years of mission-critical business and private history inside our Gmail archives, and it’s a good idea to use a arrange for making regular backups. On this page (and its accompanying gallery), I will discuss numerous excellent approaches for backing the Gmail data.
Anyway, I’m distinguishing Gmail from G Suite, because there are a wide range of G Suite solutions. Although Gmail is definitely the consumer offering, so many of us use Save emails to PDF as our hub for those things, that it seems sensible to discuss Gmail on its own merits.
Overall, there are three main approaches: On-the-fly forwarding, download-and-archive, and periodic or one-time backup snapshots. I’ll discuss each approach subsequently.
Possibly the easiest method of backup, if less secure or complete as opposed to others, will be the on-the-fly forwarding approach. The concept here is that every message which comes into Gmail is going to be forwarded or processed somehow, ensuring its availability for an archive.
Before discussing the facts about how this works, let’s cover a number of the disadvantages. First, except if you start carrying this out once you begin your Gmail usage, you simply will not have a complete backup. You’ll have only a backup of flow moving 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 come with an “on send” filter.
Finally, there are numerous security issues involve with sending email messages for some other sources, often in open and unencrypted text format.
Gmail forwarding filter: The easiest of the mechanisms is to set up a filter in Gmail. Set it to forward all that you email to another email account on some other service. There you are going. Done.
G Suite forwarding: One simple 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 applied, and that email is sent on its approach to my main Gmail account.
This provides two benefits. First, I keep a copy in the second Google account and, for $8.33/mo, I have pretty decent support from Google. The drawback to this, speaking personally, is only one of my many contact information is archived by using 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 to an SMTP server running at my hosting company, and i also possessed a server-side rule that sent every email message both to change as well as to Gmail.
It is possible to reverse this. You might send mail to get a private domain to a SMTP server, but use another service (whether Office 365 or something free, like Outlook.com) as a backup destination.
Forward to Evernote: Each Evernote account comes with a special e-mail address that can be used 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 on the Evernote-provided e-mail address. Boom! Incoming mail kept 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 when your mail will come in. There are a bunch of great rules that link Gmail to storage services like Dropbox, and you can use IFTTT.com to backup all your messages or simply incoming attachments to services like Dropbox.
In each one of these cases, you’re essentially moving one cloud email store to another email store, so when you want something that 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 local machine. Because of this although you may lost your t0PDF connection, lost your Gmail account, or your online accounts got hacked, you’d have a safe archive on your local machine (and, perhaps, even t0PDF up to local, offline media).
Local email client software: Maybe the most tried-and-true method for this can be employing a local email client program. You are able to run everything from Thunderbird to Outlook to Apple Mail to a wide range of traditional, old-school PC-based email clients.
All you need to do is to establish Gmail to enable for IMAP (Settings -> Forwarding and POP/IMAP -> Enable IMAP) and then create a message client for connecting to Gmail via IMAP. You wish to use IMAP rather than POP3 because IMAP will leave the messages around the server (inside your Gmail archive), where POP3 will suck every one 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, and on the proper-hand side is a “Show in IMAP” setting. You should be sure this is checked so the IMAP client will see the email saved in exactly what it will believe are folders. Yes, you might get some message duplication, but it’s a backup, so who cares, right?
Just make sure you examine your client configuration. Some of them have obscure settings to limit simply how much of your server-based mail it is going to download.
The only real downside of the approach is you have to leave a person-based application running on a regular basis to grab the email. But in case you have a spare PC somewhere or don’t mind owning an extra app running on your own desktop, it’s a flexible, reliable, easy win.
Gmvault: Gmvault is actually a slick group of Python scripts which will run using Windows, Mac, and Linux and supplies an array of capabilities, including backing increase your entire Gmail archive and simply allowing you to move all that email to a different Gmail account. Yep, this can be a workable solution for easily moving mail between accounts.
What’s nice about Gmvault is the fact that it’s a command-line script, so you can easily schedule it and simply allow it to run without excessive overhead. You can even apply it to one machine to backup several 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. All you do is install this software, hook it up to your Gmail, and download. It would do incremental downloads and also enable you to browse your downloaded email and attachments from inside the app.
Upsafe isn’t as versatile as Gmvault, but it’s fast and painless.
The company also provides a cloud backup solution, which listed as free, but also has a premium backup solution which increases storage beyond 3GB and allows you to select whether your computer data is stored in the united states or EU.
Mailstore Home: An additional free tool is Mailstore Home. Like Upsafe, Mailstore is Windows-only. Things I like about Mailstore is that it has business and service-provider bigger brothers, so if you want a backup solution that goes past backing up individual Gmail accounts, this might work effectively for yourself. In addition, 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 few interesting things selecting it. First, it doesn’t just archive Gmail data, furthermore, it archives local email clients at the same time.
Somewhere on a backup disk, I have got a pile of old Eudora email archives, which 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, it is possible to.
More to the level, MailArchiver X can store your email in a range of formats, including PDF and within a FileMaker database. Those two choices are huge for such things as discovery proceedings.
If you happen to need to be able to do really comprehensive email analysis, and then deliver email to clients or possibly a court, having a FileMaker database of your own messages could be a win. It’s been updated to get Sierra-compatible. Just 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 most of you may have suggested it. In the day, Backupify offered a free of charge service backing up online services starting from Gmail to (apparently) Facebook. It provides since changed its model and contains moved decidedly up-market in to the G Suite and Salesforce world and no longer provides a Gmail solution.
Our final type of solution are certainly one-time backup snapshots. Rather than generating regular, incremental, updated backups, these approaches are excellent if you would like to get your mail out from Gmail, either to move to a different one platform or to get a snapshot over time of the you had within your account.
Google Takeout: The most basic of the backup snapshot offerings is the one supplied by Google: Google Takeout. Through your Google settings, it is possible to export almost all of your own Google data, across all of your Google applications. Google Takeout dumps the information 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 when I moved coming from a third-party Exchange hosting provide to Office 365, and then after i moved from Office 365 to Gmail. It’s worked well both times.
The organization, disappointingly referred to as Wireload as opposed to, say, something from a timeless Bruce Willis Die Hard movie, charges $15 per account being moved. I discovered the fee to be definitely worth it, given its helpful support team and my have to make somewhat 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 the 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 your Gmail backup perspective, you may not necessarily want to do a lasting migration. Even so, these tools can provide you with a terrific way to get yourself a snapshot backup employing a totally different cloud-based infrastructure for archival storage.
There is certainly yet another approach you may use, that is technically not forwarding which 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 part of your recent email, by way of example if you’re happening 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 its name implies, Gmail Offline lets you deal with your recent (in regards to a month) email without having an energetic internet access. It’s certainly not an entire backup, but might prove ideal for those occasional whenever you simply wish quick, offline access to recent messages — both incoming and outgoing.
One good reason I really do large “survey” articles similar to this is the fact every person and company’s needs are different, so every one of these solutions might suit you should.
At Camp David, we use a combination of techniques. First, We have a number of email accounts that to my main Gmail account, so each one 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, a second tower backup disk array, and back to the cloud using Crashplan.
While individual messages might be a royal pain to dig up if required, We have at least five copies of almost every one, across a variety of mediums, including one (and quite often two) that happen to be usually air-gapped from the web.