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Free Image Format ConversionAre you seeking to backup Gmail emails? Let's guide you in finding the most suitable tools for the task.
Aside from that, it's essential for other functionalities, such as creating a WhatsApp backup or accessing Google Drive's tools like Google Docs, Sheets, and so on.
However, despite Google's robust security measures, occasionally, emails tend to go missing on Gmail. This is not an issue with Google's end; instead, it often results from user negligence. Irrespective of how secure your device or online storage may be, it is always advisable to create backups.
So, how do you backup all of Gmail? Additionally, are there any reliable Gmail backup solutions available? In this article, we will delve into the top 10 Gmail backup tools. Without further delay, let's dive straight in.
Criteria for Selecting Gmail Backup Tools
Before delving into the tools, let's discuss one of the key aspects of choosing the right tool – the selection criteria. The first consideration you should have is whether a program is capable of backing up your emails. Some programs might only provide features such as:
- Backing up a few emails at a time.
- Backing up only individual files (one email at a time).
- Securing only your Gmail attachment or draft folders.
However, you require a solution that enables you to backup your entire Gmail account, encompassing emails in your inbox, sent items, drafts, and any custom folders you may have created. Additionally, there are several crucial factors to consider, such as:
- 1. What is the cost?
2. Is it compatible with your operating system?
3. Does it have more disadvantages than advantages?
4. Do the advantages outweigh the disadvantages?
5. How effectively does it back up emails, and does it provide regular backup options?
Considering these factors can assist you in selecting the appropriate tool. Bear in mind that there are numerous programs available, so if you choose one on your own, remember to consider these aspects.
You May Also Use Outlook? Translation: You Might Also Use Outlook?
Top 10 Best Gmail Backup Software (Free & Paid)
So far, we've discussed Gmail, the significance of backups, and how to choose the right backup software. However, you don't need to worry about the process, as we've already selected the best tools for you. In this compilation of over 10 tools, we've curated the top-tier software that you can utilize to backup your Gmail account.
Each one has been thoroughly vetted, tested, and approved by experts across the internet. So, without further delay, let's dive straight into our list of the top 10 best Gmail backup software options:
1. Google Takeout [Convenient Option]
Google Takeout, also known as Download Your Data, is a tool provided by Google that enables you to export all your Google data. Although it originates from the Google Data Liberation Front (GDLF), Google fully supports and promotes this service as an official offering.
The remarkable aspect of this tool lies in its capacity to export all Google data, encompassing elements such as:
- Emails
- Phone history and contacts
- YouTube and Gmail data (including inbox and custom folders)
- Supports data migration from one device to another
These attributes make it an ideal tool for transferring your Google data into a downloadable archive file. Once the process is complete, you can use this file to transfer your data via an external device or simply utilize it to recover your emails if necessary.
Price
- Free (Google account required)
Pros
- Free up storage on Google Drive by moving the data.
- Make copies of bookmarks and settings.
- Download all your images, videos, and attachments to your computer.
Cons
- 1. Downloaded files may not be the most convenient to transfer to another email.
2. Only download the files that you have created.
2. Dropsuite GSuite Backup [Safest]
Dropsuite is a well-known provider of backup solutions for email and communication applications. Hence, it's no surprise that their Gmail/GSuite backup tool ranks among the top choices on our list. This exceptional utility provides an extensive system for backing up emails.
This tool not only enables you to save your Gmail messages to another device or download them to your computer/cloud storage; it also safeguards those files. Along with ensuring the security of your Gmail content from phishing attempts, the tool provides additional features such as:
- Total security with the aid of an engaging dashboard.
- The signature "1-Click Restore and download" feature.
- Safe cloud storage for your email backups.
These factors make it one of the best and safest options available today.
Price
- $3 per month for backup, and $4 for backup and archiving.
Pros:
- Safest and most secure option
- Comprehensive email backup
- Preserve your drive and GSuite data
- Virus and phishing protection
Cons Translation: Cons
- Slightly expensive
- May be somewhat complicated for new users.
3. Spanning GSuite Backup [Most Convenient]
Spanning GSuite Backup is a comprehensive solution for both personal and professional users. This exceptional GSuite backup not only safeguards your emails but also protects all other contents of your Google account. With its extensive backup options, it claims the "most convenient" position on our list.
Also known as the "Google Workspace Data Protection," this automated recovery tool is excellent for several reasons. Some of these include:
- Backup your entire inbox
- Ensure thorough protection of backups
- Save the contents of your Google Drive
These factors make it the most convenient backup tool for us and ideal for you.
Price
- $48 per year
Pros:
- Secure and safe
- Comprehensive protection and backup of Gmail inbox
- Exceptional data security
Cons Translation: Cons
- Slightly expensive
- Somewhat complicated
4. Backupify for GSuite [Best for Personal Use]
Backupify for GSuite is yet another excellent choice for any Gmail user today. Providing comprehensive protection for all types of Gmail accounts, whether personal or professional, this tool is well-suited for various situations. However, its user-focused approach leans slightly more towards personal usage.
This tool is perfect for retrieving emails that were accidentally deleted, as it facilitates reliable backup solutions. It boasts third-party integrations, a feature that many tools lack nowadays. Moreover, it is user-friendly for both backup creation and restoration processes.
Price
- Basic: $199/user per year
- Enterprise: $799/user per year
Pros
- Highly Capable
- Easy to use
- Easier to restore
Cons
- Much more expensive than competitors
5. SpinBackup GSuite Backup [Suitable for Enterprises]
SpinBackup GSuite is a tool designed for both enterprise and individual users. It enables you to backup Gmail for various types of users, encompassing accounts within an organization as well as your personal Gmail account. This dual-purpose functionality makes it a straightforward choice for both business and personal use.
However, its pricing and capabilities make it an ideal backup solution for enterprise users, as the price difference isn't significant. Besides Gmail, it can also assist you in backing up:
- Drive or shared drives
- Contacts
- Calendars
- Photos (Recovery only)
Price
- $3 per month
- $48 per year
Pros (short for "Prospective") refer to the positive aspects or advantages of something, often used in a comparative context to weigh the benefits against the cons.
- Available for a free trial
- Backup individual GSuite components
- Easier recovery than most
- Ideal for enterprises
Cons
- An individual account is not profitable.
6. Todo Backup Free [Best for Both]
Todo Backup is widely recognized as the best backup tool available in the present day, and with valid reasons. This exceptional Outlook backup software enables you to effortlessly save your Gmail inbox and its contents via Outlook. In addition to that, we have discussed tools that offer to save individual or corporate emails.
However, this tool works just as flawlessly for both individual users and large-scale operations. Whether you're using it personally, it delivers outstanding results. And when you need to save a bunch of emails or transfer a series of emails, this tool is perfectly tailored for the job. Plus, it offers:
- 250GB of free cloud storage
- Backup Outlook emails from the browser
- Secured with password-protection
- Restore cloned files to any system
- Comprehensive backup options
- Exceptional secure zone (for protection against virus attacks)
- Unlimited free usage
That's one of the primary reasons why this tool is recommended above all others on this list. It's not only ideal for individual use but can also be effectively utilized by multiple users. And, to top it off, it's completely free.
Price
- Free
Pros:
- Best backup options
- Extensive free cloud storage
- Easy restoration
- Secure/safety zone option
Cons
- No updates yet
Steps to Backup Gmails
Before proceeding, sign in to Outlook using your Gmail account. Following that, please adhere to the steps outlined below:
Step 1. Launch Todo Backup on your computer, and click Create Backup on the home screen. Then, hit the big question mark to select backup contents.
Step 2. Among the four backup options, click "Apps data".
Step 3. Next, you'll see a list of all the apps that can be backed up. Locate and check the "Microsoft Outlook" option. Select the mailbox addresses for which you wish to back up emails, contacts, or calendars, then click "OK".
Step 4. Next, you'll need to select a location to save the Outlook backup by clicking on the depicted area.
Step 5. The backup location can be another local drive on your computer, an external hard drive, network, cloud, or NAS. Generally, we recommend using an external physical drive or cloud service to store your backup files.
Step 6. If you're interested in customization options, such as setting an automatic backup schedule for daily, weekly, monthly, or on specific events, and creating differential and incremental backups, click on the Options button. Once you've configured your preferences, click "Backup Now". The Outlook backup process will then commence. When complete, the finished backup task will be displayed on the left side in a card format.
7. Sysinfo Gmail Backup Tool [Reliability]
Sysinfo Gmail Backup tool is one of the most dependable tools available currently. It enables users to save their Gmail emails on their computers, allowing the downloading or backing up of Gmail content to another device or cloud storage.
However, the one downside of this tool is its somewhat outdated UI design. Nevertheless, if you can overlook that, it proves to be a reliable choice and a strong contender in this lineup.
Price
- Single User License $29
- Enterprise License $399
Pros:
- Extremely user-friendly
- Reliability
- Supports saving files in multiple formats
Cons
- Outdated UI design
- Not exactly affordable
8. SysTools Gmail Backup [Suitable for Small Enterprises]
SysTools Gmail Backup is another software solution that enables you to save your email content. With the capability to secure your emails in multiple file formats, this tool is perfect for creating a backup of your Gmail data.
Although it may not match the capabilities of some other tools on this list, it is particularly suitable for smaller enterprises or startups, mainly due to its 10-in-one user license.
Price
- $50 for a 10-user license
Pros:
- User-friendly
- Profitable for small businesses
- Scheduled backups
Cons:
- Available only on Windows 10 and 11
- The individual version is priced at $29
9. Handy Backup [For Quick Usage]
Handy Backup is one of the simplest and most user-friendly tools available today. Moreover, it comes at no cost. However, it is not specifically designed for business or enterprise applications, as it only permits backing up one email at a time.
But that's not a drawback, considering the tool is very efficient and provides all its services for free. Plus, it's incredibly user-friendly, essentially enabling you to save your emails directly to your computer or cloud storage with minimal effort.
Price
- Free
Pros:
- Very easy to use
- The one-user approach makes it reliable
- Totally free
Cons
- Not suitable for mass emails
- Not designed for business users
10. BitRecover Gmail Backup Wizard [If Cost Is Not a Concern]
BitRecover Gmail Backup Wizard is the last tool on our list, primarily due to its pricing. It's neither excessively expensive nor exorbitantly priced. However, it's still somewhat costly, as it begins at $29 for basic usage.
However, its price is justified by its exceptional performance, as it provides fascinating and outstanding backup options. These attributes place it among our top selections and solidify its position as another one of the 10 ideal tools available in the market today.
Price
- Lite Edition $29
- Pro Edition $49
Pros:
- Top-notch security
- High reliability
- Excellent track record
- Good ratings
Cons
- Not Affordable
- Not suitable for individual users
Which Gmail Backup Software Is the Best for Me?
Now that we've explored the top email backup tools currently available, let's delve into the decision-making process. Although all the tools we've mentioned are excellent, let's revisit the significance of criteria we discussed earlier.
What is most important to you?
- Individual backup
- Price
- Operating system/email type support
- Overall rating
Regardless of which aspect is more important to you, we've created a table to simplify your decision-making process. Here it is:
| Tool Name | Price/Month/Year | Operating Systems | Supported Mail Types | Overall Rating |
|---|---|---|---|---|
| Todo Backup Free | Free | Windows & Mac | All | 10/10 |
| Google Takeout | Free | Windows & Mac | All | 9.5/10 |
| Dropsuite GSuite Backup | $3 | Windows & Mac | All | 8.5/10 |
| Spanning GSuite | $48 per year | Windows & Mac | All | 8/10 |
| Backupify For GSuite | $3 | Windows & Mac | All | 8/10 |
As you can observe, among the tools discussed in this article, five emerge as prominent. When comparing these five, Google Takeout and Todo Backup, offered for free, emerge as the optimal choice due to several compelling reasons:
- They're free of charge.
- Their support is exceptional.
- They provide comprehensive backup for your Gmail inbox.
- They facilitate smooth recovery when necessary.
So out of the two best, we'd pick Todo Backup for Free.
Conclusion
These are some of the most effective tools available for you to use today. In this article, we discussed the significance of:
- Backup tools
- The 10 best tools available today
- The one you should use from them
This leads us back to the free tool, Todo Backup. Not only did it emerge as the top choice, but it's also an ideal solution for any individual user.
Frequently Asked Questions about Gmail Backup Tools
If you have any more questions, here are a few frequently asked questions along with their answers:
1. How do I use the Gmail backup tool?
The first step is to pick your preferred option from our list. Once you've made your selection, head over to the program's website and download it. Next, follow the instructions to save your emails to another drive, computer, or cloud storage.
2. What is the Gmail backup tool? The Gmail backup tool is a software or application designed to create a copy of your emails, contacts, calendar events, and other important data stored in your Gmail account. This tool helps users to securely save their Gmail data locally on their computer or an external storage device, providing a safety net in case of data loss, accidental deletion, or any unforeseen circumstances. It allows you to have an additional copy of your essential Gmail information that can be easily accessed and restored when needed.
A Gmail backup tool enables you to save your inbox and other contents to your Google Drive. It facilitates the process of securely storing your emails, files, information, and other crucial content from your inbox on an external device or cloud storage service.
3. How do I save my Gmail emails to an external hard drive? To save your Gmail emails to an external hard drive, you can follow these steps: 1. Download and install a desktop email client that supports Gmail, such as Mozilla Thunderbird or Microsoft Outlook. 2. Configure the email client to access your Gmail account by adding an IMAP account: - In Thunderbird: Go to "Tools" > "Account Settings" > "Add Account" > Follow the prompts and choose "Manually configure server settings" > Enter your Gmail credentials and set the incoming server as "imap.gmail.com" with SSL enabled on port 993, and the outgoing server as "smtp.gmail.com" with SSL on port 465 or 587. - In Outlook: Go to "File" > "Add Account" > "Manual setup or additional server types" > Choose "IMAP" and follow the prompts to enter your Gmail credentials and server settings. 3. Once your Gmail account is set up in the email client, your emails should be synced locally. 4. Connect your external hard drive to your computer. 5. Within the email client, locate the folder containing your Gmail emails (usually named "Inbox," "Sent," etc.). 6. Select the emails you want to save or choose to export all emails. 7. Depending on the email client, you may have options to: - Drag and drop the emails or folders into a new location on your external hard drive. - Use an export feature to save the emails as a file format like PST (Outlook) or MBOX (Thunderbird). 8. Follow the prompts to complete the saving or exporting process, ensuring that the destination is your external hard drive. 9. After the process is finished, safely eject your external hard drive. Remember that saving emails this way creates a local copy, so they won't be automatically updated when new emails arrive in your Gmail account. You'll need to periodically sync or export again to keep the external copy up to date.
With the Todo Backup tool, you can export your files to an external drive. After backing up your Gmail using this utility, you'll need to follow the on-screen instructions to transfer your emails to your external device.
4. Can I download all of my Gmail emails at once?
Yes, you can download all your Gmail emails at once using Google Takeout. Google Takeout is a service that allows you to download your data from various Google products, including Gmail. Here's how:
1. Go to the Google Takeout website:
Yes, you can. With the assistance of Google Takeout or a third-party tool such as Todo Backup, you can export your Gmail emails in bulk, along with their attached content.