How To Change The Backup Email On Your Gmail

A few years ago, I moved off of Office 365 and Outlook and onto Gmail. Many of you thought I'd regret the movement, only I take to tell you that Gmail has been a nearly frictionless experience. I don't think I'd ever become back to using a standalone e-mail application. In fact, I'm moving as many applications equally I can to the deject, only considering of the seamless benefits that information technology provides.

Many of you asked the ane question that did have me a scrap bothered: How to practise backups of a Gmail business relationship? While Google has a strong track record of managing data, the fact remains that accounts could be hacked, and the possibility does exist that someone could get locked out of a Gmail account.

Many of us have years of mission-critical business concern and personal history in our Gmail archives, and it's a good idea to take a program for making regular backups. In this article (and its accompanying gallery), I will discuss a number of excellent approaches for backing up your Gmail data.

By the mode, I'thou distinguishing Gmail from Workspace (formerly known as Thousand Suite), because there are a wide range of Workspace solutions. Even though Gmail is the consumer offer, so many of u.s. employ Gmail as our hub for all things, that it makes sense to hash out Gmail on its own merits.

Overall, there are three main approaches: On-the-wing forwarding, download-and-archive, and periodic or one-time backup snapshots. I'll discuss each arroyo in turn.

On-the-wing forwarding

Maybe the easiest method of backup, if less secure or complete than the others, is the on-the-fly forwarding approach. The idea here is that every message that comes into Gmail is then forwarded or processed in some way, ensuring its availability equally an archive.

Before discussing the details about how this works, permit'due south cover some of the disadvantages. First, unless you start doing this as soon equally you begin your Gmail usage, you will not have a complete backup. Y'all'll merely have a backup of menstruation going forward.

2d, while incoming mail can be preserved in some other storage mechanism, none of your outgoing email messages will be archived. Gmail doesn't have an "on ship" filter.

Finally, at that place are many security issues involved with sending e-mail messages to other sources, often in open and unencrypted text format.

Those considerations aside, it'due south a way to become.

Gmail forwarding filter

The very easiest of these mechanisms is to set up up a filter in Gmail. Set up it to forward all your email to another e-mail business relationship on another service. At that place you go. Done.

Workspace/G Suite forwarding

One easy manner I grab all incoming mail to my corporate domain is using a Google Workspace account . My company-related electronic mail comes into the Workspace account, a filter is applied, and that email is sent on its way to my main Gmail business relationship.

This provides 2 benefits. First, I keep a copy in a 2nd Google account and, for $5 per month, I get pretty good support from Google. The disadvantage of this, speaking personally, is but one of my many email addresses is archived using this method, and no mail I send is stored.

SMTP server forwarding rules

For the longest time, I used Exchange and Outlook as my email environs and Gmail as past incoming post backup. My domain was gear up to an SMTP server running at my hosting company, and I had a server-side rule that sent every email message both to Substitution and to Gmail.

You can reverse this. You could also send post for a private domain to an SMTP server, simply apply another service (whether Office 365 or something free, like Outlook.com) as a backup destination.

Frontward to Evernote

Each Evernote account comes with a special e-mail address that y'all can employ to postal service things straight into your Evernote archive. This is a variation on the Gmail forwarding filter, in that y'all'd still use Gmail to forward everything, but this time to the Evernote-provided email accost. Boom! Incoming mail stored in Evernote. Try Evernote hither .

Salve emails from Gmail to Evernote

Evernote now has an Evernote for Gmail add-in that allows you to save emails from Gmail to Evernote. This add-on adds the familiar light-green elephant to your message interface. Tapping it drops the message right into Evernote.

IFTTT to Dropbox (or Google Bulldoze or OneNote, etc)

While this approach isn't strictly forwarding, information technology's some other on-the-fly arroyo that provides a backup every bit your mail comes in. There are a bunch of great rules that link Gmail to storage services like Dropbox, and you tin can use IFTTT.com to support all your messages or just incoming attachments to services like Dropbox.

In each of these cases, you're essentially moving one cloud email store to some other email store, so if y'all want something that you tin physically control, let'southward go on to the next strategy.

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In that location are quite a few cloud-to-cloud backup options for Workspace, only backing up personal Google accounts to the cloud seemed to take gone away when Backupify went upward-market place into the Office 365, Workspace, and Salesforce realms. But that's changed and at that place are now a few personal Google account backup solutions.

Of class, the disadvantage is that of all deject systems: y'all don't accept a local copy. If you were to lose access to the cyberspace (say during a hurricane) and needed something in your email, you'd be equally out-of-luck equally you lot'd have been if you relied only on Gmail itself. Such is the deject.

Spinbackup

Spin Engineering science has both a G Suite version (they even so phone call their version "One thousand Suite" even though Google is all in with "Workspace") and a Spinbackup for Individual Use version, which will dynamically support your Gmail from Google'due south cloud into Spin'southward deject. If your information use needs are less than 4GB, y'all tin can support for free. For four bucks a month, you can back upwardly 50GB, and there are increments above that for additional storage.

What we especially similar about Spinbackup is that information technology does more than merely Gmail. It will support Contacts, Drive, Calendar, and even Photos. Spinbackup is probably the easiest comprehensive backup solution for Gmail we've establish. You don't need to dedicate local computing resources to it, you don't need to keep your computer on to run the backup, and yous get regular backups.

Upsafe

When we looked at Upsafe back in 2017, information technology was a gratuitous Windows app you downloaded and installed on your computer. In 2020, Upsafe had a Google Business relationship backup service that was cloud-to-deject and ran on Amazon S3 and Backblaze B2.

Today, just one yr later, Upsafe is gone. Going to upsafe.com results in a "This site can't be reached error." Information technology'southward ironic that we're talking about using backups in example i deject service (Gmail) has an outcome, but another deject service (one that does backup) is gone. That's the risk we all face with every single cloud service we rely on.

Cloud sync

Dissimilar the previous section, cloud sync providers don't normally provide their own storage. Instead, they enable you to sync or annal messages from Gmail to another cloud storage provider like Dropbox.

cloudHQ

cloudHQ provides existent-time transfer between Gmail and SharePoint, Box, Egnyte, OneDrive, WebDAV, Evernote, Google Drive, S3, and SugarSync. You can choose to archive letters, messages, and attachments, or simply attachments.

You can also choose a diversity of file formats in which to salvage your messages. Even though storage is non provided, cloudHQ is more expensive than some of the services we've looked at. Base plans begin at $118 per twelvemonth, although the company does offer a free, limited plan too.

Handy Backup

We're going to spotlight Handy Fill-in in our deject sync section, fifty-fifty though it would exist just as relevant in the download-and-archive section below. Handy Fill-in is an installable Windows application that runs on your PC.

The $39 base of operations version connects to your Gmail account and either makes local on-your-PC backups or backs upwardly your bulletin data to OneDrive, Google Drive, Dropbox, and Box. The $89 Pro version adds Amazon S3 back up. There are also small business and server versions that add a backup of database systems and server-based agents.

Download-and-annal

The download and archive group covers methods that get your message store (and all your messages) from the cloud down to a local car. This means that fifty-fifty if you lot lost your internet connexion, lost your Gmail account, or your online accounts got hacked, yous'd take a safe annal on your local machine (and, mayhap, even backed upwards to local, offline media).

Local electronic mail customer software

Perhaps the virtually tried-and-true approach for this is using a local email customer programme. You lot can run annihilation from Thunderbird to Outlook to Apple Mail to a wide range of traditional, old-school PC-based electronic mail clients.

All you demand to practice is set upwardly Gmail to allow for IMAP (Settings -> Forwarding and POP/IMAP -> Enable IMAP) and then set an email customer to connect to Gmail via IMAP. You want to use IMAP instead of POP3 because IMAP will leave the letters on the server (in your Gmail annal), where POP3 will suck them all down, removing them from the deject.

You'll too need to go into your Label settings. At that place, you'll observe a list of your labels, and on the right-manus side is a "Prove in IMAP" setting. You must brand sure this is checked so the IMAP client can meet the email stored in what it will think are folders. Yes, you might get some message duplication, but information technology's a fill-in, so who cares, right?

Just be sure you check your client configuration. Some of them accept obscure settings that limit just how much of your server-based mail information technology will download.

The only real downside of this arroyo is you need to leave a user-based awarding running all the time to grab the e-mail. But if you have a spare PC somewhere or don't listen having an actress app running on your desktop, it's a versatile, reliable, piece of cake win.

Gmvault

Gmvault is a slick fix of Python scripts that will run on Windows, Mac, and Linux and provides a wide range of capabilities, including backing upward your unabridged Gmail annal and easily assuasive you to move all that email to another Gmail business relationship. Yes, this is a workable solution for easily moving postal service betwixt accounts.

What's nice about Gmvault is that it'southward a command-line script, so yous can easily schedule it and just let it run without too much overhead. You lot can also use it on 1 machine to support a number of accounts. Finally, it stores in multiple formats, including standard ones like .mbx that tin can be managed in traditional email clients like Thunderbird. Oh, and it'south open up source and free.

Mailstore Abode

Nevertheless another free tool is Mailstore Home. Similar Upsafe, Mailstore is Windows-only. What I like nigh Mailstore is that it has business and service-provider bigger brothers, and so if you want a backup solution that goes beyond backing up individual Gmail accounts, this might piece of work well for you. It also can dorsum up Substitution, Office 365, and various IMAP-based email servers.

MailArchiver X

Next, nosotros come to MailArchiver X , a $49.95 MacOS-based solution (it was $34.95 last year). Even though this solution isn't complimentary, it's got a few interesting things going for it. Commencement, it doesn't simply archive Gmail data, it besides athenaeum local email clients as well.

Somewhere on a backup disk, I have a pile of old Eudora electronic mail archives, and this could read them in and dorsum them up. Of form, if I haven't needed those messages since 2002, it'due south not likely I'll need them someday before long. But, hey, yous can.

More to the betoken, MailArchiver X can store your email in a multifariousness of formats, including PDF and inside a FileMaker database. These ii options are huge for things like discovery proceedings.

If you always demand to be able to do actually comprehensive email assay, and then deliver email to clients or a court, having a FileMaker database of your messages could exist a win. It'south been updated to exist High Sierra-uniform. Only make sure you get version 4.ane or greater.

SysTools Gmail Fill-in

If you lot want to back up your Gmail to a number of classic email formats, including PST, EML, MSG, or MBOX, you may want to look at SysTools Gmail Backup . This product runs on both Windows and MacOS and has a boatload of features.

BitRecover Gmail Backup Wizard

BitRecover Gmail Backup Wizard is some other installable Windows application that will allow you lot to fill-in your Gmail data. Information technology likewise will convert Gmail to a number of pop POP3 local storage email formats, like Thunderbird MBOX.

Erstwhile backup snapshots

Our final category of solution are one-time backup snapshots. Rather than generating regular, incremental, updated backups, these approaches are practiced if you just want to get your mail out of Gmail, either to motility to another platform or to have a snapshot in time of what you lot had in your account.

Google Takeout

The simplest of the backup snapshot offerings is the one provided by Google: Google Takeout. From your Google settings, y'all can export just about all of your Google information, across all your Google applications. Google Takeout dumps the data either into your Google Bulldoze or lets you download a pile of ZIP files. It's easy, comprehensive, and free.

YippieMove

Wow. I'1000 deeply bummed. I used YippieMove twice, first when I moved from a third-political party Commutation hosting provide to Part 365, and and so when I moved from Part 365 to Gmail. It worked amazingly well both times. The company charged $xv per business relationship beingness moved. I found the fee to exist well worth it, given the helpful support team and my demand to make a scrap of a pain out of myself until I knew every email message had made the trip successfully.

Unfortunately, YippeeMove is no more. This was a very valuable resource and it'south a shame to run across them go. Some other cloud-related service bites the dust.

Fill-in 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'southward helpful migration tools to brand the bound.

From a Gmail backup perspective, y'all might non necessarily want to practice a permanent migration. Nonetheless, these tools tin give you a swell way to get a snapshot backup using a completely different cloud-based infrastructure for archival storage.

Partial, recent messages simply

At that place is one more approach you can utilize, which is technically not forwarding and is somewhat more express than the other on-the-fly approaches, just it works if you lot desire to just grab a quick portion of your contempo email (for instance, if you're going on vacation or a trip). I'one thousand putting it in this section because it didn't actually fit anywhere better.

That's Gmail Offline. Every bit its name implies, Gmail Offline lets you work with your contempo (about a month) email without having an active net connection. It's certainly not a complete backup but might evidence useful for those occasions when yous just desire quick, offline admission to recent messages -- both incoming and outgoing.

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One of the reasons I practice large "survey" articles like this is that each individual and company's needs are dissimilar, then each of these solutions might adjust you better.

Here, at Campsite David, we use a combination of techniques. First, I accept a number of email accounts that forward to my main Gmail business relationship, and then each of them keeps a fill-in in addition to my primary Gmail account.

And then, I use Gmvault running as a scheduled control-line procedure to download regular updates of both my Gmail archive and my wife's. Those downloads are then archived to my local NAS and backed up to the cloud.

While individual letters may be a royal pain to dig upwardly if needed, I accept copies of well-nigh each one, beyond a wide range of mediums, including 1 (and sometimes two) that are usually air-gapped from the internet.

Yep, I get as well much email. Only, hey, information technology's a living.

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You lot can follow my 24-hour interval-to-day project updates on social media. Be certain to follow me on Twitter at @DavidGewirtz, on Facebook at Facebook.com/DavidGewirtz, on Instagram at Instagram.com/DavidGewirtz, and on YouTube at YouTube.com/DavidGewirtzTV.

Source: https://www.zdnet.com/article/ultimate-guide-to-gmail-back-up/

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