Best 3 Solutions to  Backup Emails From Gmail Accounts

Why is backing up Gmail essential?

Here are some points that state why you have to backup your Gmail data files:

• Data Loss Prevention: Accidental deletion of emails or other data is a common issue. A backup ensures you can recover lost emails, attachments, contacts, and more.
• Account Recovery: If you ever lose access to your Gmail account due to password issues or other reasons, a backup can be a source for recovering your important emails and information.
• Migration to a New Account: When switching to a new Gmail account or email service, having a backup simplifies transferring your old emails and contacts to the new account.
• Preserving Important Data: Gmail often contains crucial information, so backing up ensures you don’t lose this valuable data.
• Easy Data Transfer: Backing up your Gmail data makes switching to a different email service or provider easier, as you can migrate your emails and contacts.
• Email Service Changes: If Google ever changes Gmail or discontinues the service, having a backup ensures you retain access to your historical emails and contacts.

How to Backup Gmail Emails

Here, we will discuss the manual and professional approaches to backing up all the data files in Gmail. Let’s move ahead to discuss the manual method first.

Method 01: By Using Google Takeout

Google offers a built-in tool to create a backup. Google Takeout can be used to create a one-time backup zip of your entire Gmail account. Follow these steps:

1. Go to https://www.takeout.google.com/settings/takeout in your browser’s address field. The takeout screen appears if you’re signed in; otherwise, sign in to your Google account.
2. You’ll see various Google services you can back up; scroll down to Gmail.
3. Slide the Gmail Slider to the right and define what to backup from. Include all your mail or Select labels.
4. Click on the Next button, and the Custom Archive format screen appears. Select the desired File Type, Archive Size, and Delivery method.
5. In the end, click on the Create Archive button. After a while, you’ll notice that your archive is processing. When your archive is ready, you’ll receive a notification Email.
6. Follow the instructions in the Email to Download your archive.

We also have another manual method if you are not OK with this method.

Method 02: By Using Email Clients for Gmail Backup

Another way to manually save your Emails is by using a desktop client like Outlook, Thunderbird, Apple Mail, and others. This method will be completed in two steps. Here, we are using Outlook.

Step 01: Turn On your IMAP access

1. Go to Settings >> Settings >> Forwarding and POP/IMAP in Gmail. Make sure that Enable IMAP is selected.
2. According to Google, most desktop Email apps are less secure. To give access to Outlook, go to https://myaccount.google.com/. My Account Screen appears.
3. Click on “Apps with account access,” and the Sign-in & security screen appears. Scroll down to “Allow less secure apps” and turn the toggle to the right.

Step 02: Adding your Gmail to the Email Client app

1. Go-to File. The Account Information screen shows up; choose the Add Account button.
2. Provide your Gmail credentials, press the Connect button, and this prompt appears.
3. To finish connecting your Gmail account, click OK.
4. If the process is successful, you’ll get an email with the subject line: Microsoft Outlook Test Message in your Gmail and Outlook inbox.

New messages received in Gmail appear on Outlook, but removing an email from Gmail reflects here, too.

Drawbacks of Using Manual Methods

1. The Google Takeout creates a complete backup zip of all your data from the point of account creation to the point of backup creation. Therefore, there is no backup for upcoming new emails.
2. In the Email, the client technique Filters and other modifications on the Gmail account won’t proceed.
3. The methods aren’t feasible if you have multiple Email accounts to back up.

Therefore, we also have a third-party Gmail Backup Tool to overcome these issues.

Method 03: Automated Solution to Directly Backup Gmail

The Gmail Backup tool is the most trusted and reliable way to back up Gmail data files. This software is result-oriented and can do the backup in bulk.

1. Download and Start the Gmail Backup tool on your system.
2. Enter the credentials for your Gmail account, and then click Sign In.
3. The software automatically fetches and shows all the Gmail account’s data files.
4. Choose the folders that you want to back up.
5. After that, from the Migrate in Email Client, select Gmail.
6. Enter another Gmail account’s credentials, then click the Sign In option.
7. The software shows features to the users such as a Date Filter, Free up Server Space, and Migrating or Backup emails without attachment files.
8. Finally, click the Next button to complete the backup of your Gmail account.

This is how your data files backup successfully. The free demo version is also available, which can backup 50 emails per folder.

Features of Using the Gmail Backup Tool

The Gmail backup software provides various features to the users, some of which are mentioned below:

• Export from Gmail to PST, MSG, EML, EMLX, and more formats.
• Directly export Email, calendar, and contacts to clients like Thunderbird, Outlook, Yahoo, and more.
• Backup Gmail email along with attachments.
• Google Contacts Backup.
• Easy to use GUI.
• Compatibility with Windows and Mac.

Sum Up

In this article, we’ve elaborated on why there is a need for backup and how to backup Gmail using Takeout and Email Clients, and a third-party solution using Gmail Backup Software. However, you can go with any method according to your needs. But we suggest the third-party software that offers more features than the other methods.