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How to backup your Gmail Account


Many of you asked a question that How to backup your Gmail Account? Although Google has a good record of data management, the fact is that the account may be hacked, and there is indeed the possibility that someone may be locked out of the Gmail account.

Many of us have years of mission-critical business and personal history in the Gmail archive, so it’s a good idea to have a plan for regular backups. In this article, we will discuss many excellent methods for backing up Gmail data.

In general, there are three main methods: On-the-fly forwarding, download and archive, and regular or one-time backup snapshots.

On-the-fly Forwarding

The instant backup method is the simplest if it is less secure or complete than other backup methods. The idea here is to then forward or process every message received by Gmail in some way to ensure that it can be used as an archive.

  • Before discussing the details about how it works, let us introduce some disadvantages. First of all, unless you start doing this right after you start using Gmail, you won’t have a complete backup. You will only have a backup of the process.
  • Second, although incoming mail can be kept in another storage mechanism, all your outgoing emails will not be archived. Gmail does not have a “when sending” filter.
  • Finally, sending emails to other sources usually uses an open and unencrypted text format, so many security issues are involved.

These considerations aside, this is the way.


Gmail Forwarding Filter

The simplest of these mechanisms is to set up filters in Gmail. Set it up to forward all your emails to another email account on other services. you go. complete.

Workspace / G Suite forwarding

An easy way for you to capture all the mail you receive into the company domain is to use a Workspace account. The email related to your company entered the Workspace account, the filter was applied, and the email was sent to your main Gmail account on the way.

This provides two benefits. First, you keep the copy in the second Google account, pay $5 a month, and you will get good support from Google. Personally, the disadvantage of this method is that using this method only archives one of my many email addresses, but does not store the mail you send.

SMTP Server Forwarding Rules

If you used Exchange and Outlook as an email environment, and Gmail as an incoming mail backup. Your domain is set up as an SMTP server running at the hosting company, and You have a server-side rule that sends every email to Exchange and Gmail.

You can reverse this situation. You can also send mail from a dedicated domain to an SMTP server, but you can use other services whether Office 365 or free things, such as Outlook.com as a backup target.

Save email from Gmail to Evernote

Evernote now has an Evernote add-on for Gmail that allows you to save emails from Gmail to Evernote. This add-on will add the familiar green elephant to your message interface. Clicking on it will put the message directly into Evernote.

Look forward to Evernote

Every Evernote account comes with a special email address that you can use to mail directly to the Evernote archive. This is a variation of the Gmail forwarding filter because you can still use Gmail to forward everything, but this time using the email address provided by Evernote. prosperity! Incoming mail stored in Evernote.

Cloud Backup with Storage

Workspace has many cloud-to-cloud backup options, but when Backupify enters the high-end market in Office 365, Workspace, and Salesforce, backing up personal Google accounts to the cloud seems to have disappeared. But this has changed, and there are now some personal Google account backup solutions.


Spin Technology has both the G Suite version even though Google uses “Workspace”, they still call its version “G Suite” and Spinningup for Private Use version, which can dynamically backup your Gmail from Google’s cloud to Spin In the clouds.

If your data usage requirement is less than 4GB, you can back it up for free. For only $4 per month, you can back up 50GB, and there are more increments for additional storage.

IFTTT to DropBox

Although this method is not strictly forwarding, it is another dynamic method that provides backup when the mail comes in. There are a lot of great rules to link Gmail to storage services like Dropbox, and you can use IFTTT.com to back up all your emails, or just back up incoming attachments from services like Dropbox.

In each case, you are actually moving one cloud email repository to another email repository, so if you want to have physical control of something, let’s move on to the next strategy.

Cloud sync

Unlike the previous section, cloud synchronization providers usually do not provide their own storage. Instead, they enable you to sync or archive mail from Gmail to another cloud storage provider, such as Dropbox.


CloudHQ provides real-time transmission between Gmail and SharePoint, Box, Eggnyte, OneDrive, WebDAV, Evernote, Google Drive, S3, and SugarSync.

You can choose to archive messages, messages, and attachments, or just archive. You can also choose various file formats for saving messages.

Even if storage is not provided, cloudHQ is still more expensive than some of the services we have studied. The basic plan starts at $118 per year, although the company also offers a free limited plan.

Handy Backup

We will focus on “Easy Backup” in the “Cloud Sync” section, even if it is in the “Download and Archive” section below. Handy Backup is an installable Windows application that runs on your PC.

The basic version for $39 can be connected to your Gmail account and can be backed up on a local PC, and mail data can also be backed up to OneDrive, Google Drive, Dropbox, and Box.

The Pro version, priced at $89, adds support for Amazon S3. There are also small business and server versions that add backups of database systems and server-based agents.

Download and archive


The download and archive group covers the method of storing the message and all messages from the cloud to the local computer.

  • This means that even if you lose your internet connection, lose your Gmail account or your online account is hacked, you will have a secure archive on your local computer (and possibly even backup to local, offline media).

Local Email Client Software

The most reliable method for this is to use a local email client program. You can run anything, from Thunderbird to Outlook, to Apple Mail, to various traditional PC-based old-fashioned email clients.

  • All you need to do is to set Gmail to allow IMAP (Settings -> Forwarding and POP/IMAP -> Enable IMAP), and then set up an email client to connect to Gmail via IMAP.
  • You want to use IMAP instead of POP3 because IMAP will keep the mail on the server (in the Gmail archive), while POP3 will absorb the mail on the server and delete them from the cloud.
  • You also need to enter the “label” settings. Here, you will find a list of tags, and on the right is the “Show in IMAP” setting.
  • You must make sure that this check box is selected so that the IMAP client can view emails stored in what it considers to be a folder.
  • Yes, you may get some duplicate messages, but this is a backup, so who cares, right?
  • Just make sure you check the client configuration. Some of these settings are obscure and limit the number of server-based messages you will download.
  • The only real disadvantage of this approach is that you need to keep the user-based application running at all times to get emails. However, if you have a spare PC somewhere on your desktop, it will be a versatile, reliable, and easy choice.

MailStore Homepage

Another free tool is Mailstore Home. Like insecure, Mailstore is Windows-only. My satisfaction with Mailstore is that it has a big brother in business and service providers, so if you want a backup solution that goes beyond just backing up a single Gmail account, that might be great for you. It can also back up Exchange, Office 365, and various IMAP-based email servers.

Bitrecover Gmail backup wizard

This product is another installable Windows application that will allow you to backup Gmail data. It will also convert Gmail into a variety of popular POP3 locally stored email formats, such as Thunderbird MBOX.


Gmvault is a set of beautiful Python scripts that can run on Windows, Mac, and Linux, and provides a wide range of features, including backing up the entire Gmail archive and easily moving all emails to another Gmail account. Yes, this is a workable solution to easily move mail between accounts.

The advantage of Gmvault is that it is a command-line script, so you can easily plan it and let it run without much overhead. You can also use it to back up multiple accounts on one computer.

Finally, it is stored in a variety of formats, including standard formats (such as .mbx) that can be managed in traditional email clients (such as Thunderbird). Oh, it is open source and free.

One-time backup snapshots

The final solution category is a one-time backup snapshot. If you just want to extract emails from Gmail, or transfer to another platform or view the snapshots in your account in time, these methods are not to generate regular, incremental, updated backups, but rather good methods.

Google Takeout

The simplest backup snapshot product is one provided by Google: Google Takeout. With Google settings, you can export almost all Google data across all Google applications.

Google Takeout will dump the data to your Google Drive or let you download a bunch of ZIP files. Simple, comprehensive, and free.

Backup by Migrating to Ooutlook.com

From a Gmail backup point of view, you don’t necessarily have to perform a permanent migration. Even so, these tools can still provide you with a good way to get snapshot backups using a completely different cloud-based infrastructure for archive storage.

Partial Message only

You can use another method, which is technically non-forwarding and more restrictive than other instant methods, but if you only want to get the quick part of the most recent email, you can use this method.

That is the offline version of Gmail. As the name suggests, the offline version of Gmail allows you to process the most recent email without having to establish a valid Internet connection. It’s certainly not a complete backup, but it may prove useful for those situations where you just want quick, offline access to the latest news (incoming and outgoing).

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