Workspace/G Suite forwardingOne easy way I grab all incoming mail to my corporate domain is using a Workspace account. Set it to forward all your email to another email account on some other service. Gmail forwarding filterThe very easiest of these mechanisms is to set up a filter in Gmail. Gmail doesn't have an "on send" filter.Finally, there are many security issues involved with sending email messages to other sources, often in open and unencrypted text format.Those considerations aside, it's a way to go. Even though Gmail is the consumer offering, so many of us use Gmail as our hub for all things, that it makes sense to discuss Gmail on its own merits.Second, while incoming mail can be preserved in another storage mechanism, none of your outgoing email messages will be archived. In this article (and its accompanying gallery), I will discuss a number of excellent approaches for backing up your Gmail data.By the way, I'm distinguishing Gmail from Workspace (formerly known as G Suite), because there are a wide range of Workspace solutions.You could also send mail for a private domain to an SMTP server, but use another service (whether Office 365 or something free, like Outlook.com) as a backup destination. My domain was set to an SMTP server running at my hosting company, and I had a server-side rule that sent every email message both to Exchange and to Gmail.You can reverse this. SMTP server forwarding rulesFor the longest time, I used Exchange and Outlook as my email environment and Gmail as by incoming mail backup. The disadvantage of this, speaking personally, is only one of my many email addresses is archived using this method, and no mail I send is stored. First, I keep a copy in a second Google account and, for $5 per month, I get pretty good support from Google.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 comes in. Tapping it drops the message right into Evernote. This add-on adds the familiar green elephant to your message interface. Save emails from Gmail to EvernoteEvernote now has an Evernote for Gmail add-in that allows you to save emails from Gmail to Evernote. Boom! Incoming mail stored in Evernote. This is a variation on the Gmail forwarding filter, in that you'd still use Gmail to forward everything, but this time to the Evernote-provided email address.
If your data use needs are less than 4GB, you can back up for free. SpinbackupSpin Technology has both a G Suite version (they still call their version "G Suite" even though Google is all in with "Workspace") and a Spinbackup for Individual Use version, which will dynamically back up your Gmail from Google's cloud into Spin's cloud. If you were to lose access to the internet (say during a hurricane) and needed something in your email, you'd be as out-of-luck as you'd have been if you relied only on Gmail itself. But that's changed and there are now a few personal Google account backup solutions.Of course, the disadvantage is that of all cloud systems: you don't have a local copy. But, which one is best for you? Let's look at the top cloud storage options.There are quite a few cloud-to-cloud backup options for Workspace, but backing up personal Google accounts to the cloud seemed to have gone away when Backupify went up-market into the Office 365, Workspace, and Salesforce realms. Copytrans control center for macIn 2020, Upsafe had a Google Account backup service that was cloud-to-cloud and ran on Amazon S3 and Backblaze B2.Today, just one year later, Upsafe is gone. UpsafeWhen we looked at Upsafe back in 2017, it was a free Windows app you downloaded and installed on your computer. 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 you get regular backups. Spinbackup is probably the easiest comprehensive backup solution for Gmail we've found. It will back up Contacts, Drive, Calendar, and even Photos. CloudHQCloudHQ provides real-time transfer between Gmail and SharePoint, Box, Egnyte, OneDrive, WebDAV, Evernote, Google Drive, S3, and SugarSync. Instead, they enable you to sync or archive messages from Gmail to another cloud storage provider like Dropbox. Cloud syncUnlike the previous section, cloud sync providers don't normally provide their own storage. That's the risk we all face with every single cloud service we rely on. The $89 Pro version adds Amazon S3 support. Handy Backup is an installable Windows application that runs on your PC.The $39 base version connects to your Gmail account and either makes local on-your-PC backups or backs up your message data to OneDrive, Google Drive, Dropbox, and Box. Handy BackupWe're going to spotlight Handy Backup in our cloud sync section, even though it would be just as relevant in the download-and-archive section below. Base plans begin at $118 per year, although the company does offer a free, limited plan as well. Even though storage is not provided, cloudHQ is more expensive than some of the services we've looked at. Best Email Clients 2017 Software As AYou must make sure this is checked so the IMAP client can see the email stored in what it will think are folders. There, you'll find a list of your labels, and on the right-hand side is a "Show in IMAP" setting. You want to use IMAP instead of POP3 because IMAP will leave the messages on the server (in your Gmail archive), where POP3 will suck them all down, removing them from the cloud.You'll also need to go into your Label settings. You can run anything 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 set up Gmail to allow for IMAP (Settings -> Forwarding and POP/IMAP -> Enable IMAP) and then set up an email client to connect to Gmail via IMAP. This means that even if you lost your internet connection, lost your Gmail account, or your online accounts got hacked, you'd have a safe archive on your local machine (and, perhaps, even backed up to local, offline media).What is cloud computing? Everything you need to know from public and private cloud to software as a serviceAn introduction to cloud computing from IaaS and PaaS to hybrid, public and private cloud.Perhaps the most tried-and-true approach for this is using a local email client program. Download-and-archiveThe download and archive group covers methods that get your message store (and all your messages) from the cloud down to a local machine. Finally, it stores in multiple formats, including standard ones like. You can also use it on one machine to back up a number of accounts. Yes, this 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 just let it run without too much overhead. GmvaultGmvault is a slick set of Python scripts that will run on Windows, Mac, and Linux and provides a wide range of capabilities, including backing up your entire Gmail archive and easily allowing you to move all that email to another Gmail account. But if you have a spare PC somewhere or don't mind having an extra app running on your desktop, it's a versatile, reliable, easy win. Some of them have obscure settings that limit just how much of your server-based mail it will download.The only real downside of this approach is you need to leave a user-based application running all the time to grab the email. Oh, and it's open source and free.
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