Not long ago, I moved off from Office 365 and Outlook and onto Gmail. Many of you thought I’d regret the move, nevertheless i need to explain how Gmail has become a nearly frictionless experience. I don’t think I’d ever return to utilizing a standalone email application. Actually, I’m moving as numerous applications as I can towards the cloud, just as a result of seamless benefits that provides.
A lot of additionally you asked usually the one question that did have us a bit bothered: The best way to do backups of your Gmail account? While Google includes a strong reputation of managing data, the simple fact remains that accounts could be hacked, and also the possibility does exist that somebody could get locked away from a Gmail account.
A lot of us have numerous years of mission-critical business and private history inside our Gmail archives, and it’s a great idea to possess a policy for making regular backups. In the following paragraphs (and its particular accompanying gallery), I will discuss a number of excellent approaches for backing your Gmail data.
Furthermore, I’m distinguishing Gmail from G Suite, because there are a variety of G Suite solutions. Despite the fact that Gmail is definitely the consumer offering, so many of us use Save emails to PDF as our hub for all those things, that it seems sensible to go over Gmail by itself merits.
Overall, you can find three main approaches: On-the-fly forwarding, download-and-archive, and periodic or one-time backup snapshots. I’ll discuss each approach in turn.
Perhaps the easiest way of backup, if less secure or complete as opposed to others, may be the on-the-fly forwarding approach. The thought is that each message that comes into Gmail is then forwarded or processed for some reason, ensuring its availability for an archive.
Before discussing the specifics regarding how this works, let’s cover a number of the disadvantages. First, except if you start achieving this when you begin your Gmail usage, you simply will not use a complete backup. You’ll simply have a backup of flow going forward.
Second, while incoming mail might be preserved in another storage mechanism, none of your outgoing email messages will likely be archived. Gmail doesn’t provide an “on send” filter.
Finally, there are several security issues involve with sending email messages to other sources, often in open and unencrypted text format.
Gmail forwarding filter: The very easiest of such mechanisms is to put together a filter in Gmail. Set it to forward the only thing you email to another email account on some other service. There you decide 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, and therefore email is sent on its strategy to my main Gmail account.
This provides you with two benefits. First, I have a copy within a second Google account and, for $8.33/mo, I recieve very good support from Google. The downside of this, speaking personally, is only one of my many email addresses is archived using 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 an SMTP server running at my hosting company, and so i had a server-side rule that sent every email message both to switch as well as to Gmail.
You are able to reverse this. You could also send mail to get a private domain to a SMTP server, but use another service (whether Office 365 or anything free, like Outlook.com) being a backup destination.
To Evernote: Each Evernote account includes a special e-mail address that can be used to mail things directly into your Evernote archive. It is a variation around the Gmail forwarding filter, in that you’d still use Gmail to forward everything, but now to 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 that provides a backup for your mail will come in. You can find a bunch of great rules that link Gmail to storage services like Dropbox, and you could use IFTTT.com to backup your entire messages or simply 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 your messages) through the cloud as a result of a neighborhood machine. Because of this even if you lost your t0PDF connection, lost your Gmail account, or your online accounts got hacked, you’d have a safe archive on your own local machine (and, perhaps, even t0PDF around local, offline media).
Local email client software: Possibly the most tried-and-true method for this can be by using a local email client program. It is possible to run everything from Thunderbird to Outlook to Apple Mail to an array of traditional, old-school PC-based email clients.
All that you should do is to establish Gmail to allow for IMAP (Settings -> Forwarding and POP/IMAP -> Enable IMAP) and then put in place a message client to connect to Gmail via IMAP. You want to use IMAP rather than POP3 because IMAP will leave the messages on the server (within your Gmail archive), where POP3 will suck them down, removing them in the cloud.
You’ll must also go deep into your Label settings. There, you’ll find a summary of your labels, as well as on the right-hand side is a “Show in IMAP” setting. You have to ensure this really is checked so the IMAP client can see the email held in exactly what it will believe are folders. Yes, you may get some message duplication, but it’s a backup, so who cares, right?
Just make sure you look at your client configuration. Some of them have obscure settings that limit the amount of your server-based mail it will download.
Really the only downside of this approach is you have to leave an end user-based application running constantly to seize the e-mail. But for those who have an extra PC somewhere or don’t mind getting an extra app running in your desktop, it’s a versatile, reliable, easy win.
Gmvault: Gmvault is actually a slick set of Python scripts that may are powered by Windows, Mac, and Linux and supplies a wide range of capabilities, including backing up your entire Gmail archive and simply helping you to move everything that email to another one 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 merely permit it to run without a lot of overhead. You can even apply it to one machine to backup a number 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 this software, connect it in your Gmail, and download. It can 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 quick and painless.
The business also 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 US or EU.
Mailstore Home: Another free tool is Mailstore Home. Like Upsafe, Mailstore is Windows-only. A Few Things I like about Mailstore is it has business and repair-provider bigger brothers, so if you need a backup solution that goes beyond backing up individual Gmail accounts, it might work well to suit your needs. In addition, it can backup Exchange, Office 365, along with other IMAP-based email servers.
MailArchiver X: Next, we arrived at MailArchiver X, a $34.95 OS X-based solution. Even if this solution isn’t free, it’s got a number of interesting things opting for it. First, it doesn’t just archive Gmail data, additionally, it archives local email clients too.
Somewhere on a backup disk, I have got a pile of old Eudora email archives, and this could read them in and back them up. Obviously, basically if i haven’t needed those messages since 2002, it’s not likely I’ll need them soon. But, hey, you may.
More to the point, MailArchiver X can store your email in a variety of formats, including PDF and in the FileMaker database. Those two choices are huge for things like discovery proceedings.
If you need so as to do really comprehensive email analysis, after which deliver email to clients or possibly a court, possessing a FileMaker database of your messages may well 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, although it doesn’t really fit our topic. That’s because many of you possess suggested it. In the day, Backupify offered a free of charge service backing up online services which range from Gmail to (apparently) Facebook. They have since changed its model and contains moved decidedly up-market into the G Suite and Salesforce world and no longer supplies a Gmail solution.
Our final group of solution are one-time backup snapshots. As opposed to generating regular, incremental, updated backups, these approaches are great if you simply want to get the mail away from Gmail, either to move to another one platform or to possess a snapshot in time of the items you experienced inside your account.
Google Takeout: The most basic from the backup snapshot offerings is definitely the one supplied by Google: Google Takeout. Out of your Google settings, you can export almost all of your own Google data, across 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 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 organization, disappointingly called Wireload instead of, say, something out of a vintage Bruce Willis Die Hard movie, charges $15 per account being moved. I found the charge to become definitely worth it, given its helpful support team and my need to make somewhat of a pain from myself until I knew every email message had made the trip successfully.
Backup via migration to Outlook.com: At roughly enough time I had been moving from Office 365 to Gmail, Ed Bott moved from Gmail to Outlook. He used some of Outlook’s helpful migration tools to make the jump.
From your Gmail backup perspective, you may not necessarily wish to accomplish a permanent migration. However, these tools can provide a great way to get yourself a snapshot backup by using a very different cloud-based infrastructure for archival storage.
There exists another approach you should use, which is technically not forwarding and it is somewhat more limited compared to other on-the-fly approaches, nevertheless it works in order to just grab a quick section of your recent email, for example if you’re happening vacation or a trip. I’m putting it in this section since 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 (regarding a month) email with out an energetic internet connection. It’s certainly not a whole backup, but might prove ideal for those occasional once you simply wish quick, offline usage of recent messages — both incoming and outgoing.
One of the reasons I truly do large “survey” articles like this is the fact that every individual and company’s needs are different, therefore each of these solutions might suit you best.
Here at Camp David, we use a variety of techniques. First, I have got a number of email accounts that to my main Gmail account, so each of them keeps a t0PDF in addition to my primary Gmail account.
Then, I use 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 2nd tower backup disk array, and to the cloud using Crashplan.
While individual messages might be a royal pain to dig up if necessary, We have at least five copies of just about each one of these, across a wide range of mediums, including one (and often two) that are usually air-gapped on the internet.