How to Create a Backup of Your Emails

Are you looking to create a full backup of your emails but don’t know how to do it? If so, this post is for you.

Creating a backup or maintaining a personal copy of your work emails is quite important. Your email contains important business messages, as well as sensitive project information. Just imagine what if your email accounts get hacked or your messages somehow get deleted. The incidences of account hacks and data breaches are on the rise which means you never know when you might lose your important business communications.

Moreover, if you’re leaving your job, you might need to have a personal copy of your work emails. This is because your work email contains feedback from past projects that can be used as a portfolio of your previous work. As such, many people keep a backup of their work email because it serves as a sample for their next employment gig. So, creating a backup is useful both during and after a job. However, before backing up your work email, make sure to know the company’s policies related to backing up work-related emails.

Here’s how you can backup your Gmail or Outlook emails.

Outlook Backup Options

In most of the organizations, Outlook is the commonly used office email program.

  • The first option here is dragging emails from your Outlook to a folder. You can save several emails using this method by selecting the messages and dragging them to a folder that you’ve created for the backup in Windows Explorer or Finder on a Mac device. By doing this, your email will get saved as .msg files with the subject as the filename along with attachments.
  • Another option is using Outlook’s export function. If you’re using Outlook 2010, go to File > Options > Advanced to create a full backup of emails. This will save your folders as a .pst file, as well as backs up your calendar, contacts, tasks, and notes.
  • If you want to save individual emails in Outlook, use the “Save as” command to save the messages in a more universal format like RTF, and HTML. But in this method, the attachments need to be saved individually.
  • For users who have thousands of email, there is an option of saving those emails in batches. With the help of a VBS script, you can create a backup of your emails in any format. You may choose any of the free scripts or paid third-party utilities that have more advanced features.

 

Gmail Backup Options

If your company uses Gmail (Google Apps), in that case also you have multiple options to create a backup. You can back up your Gmail emails by using a desktop client such as Microsoft Outlook, Thunderbird (iOS), or Apple Mail and download your email via POP or access it via IMAP. In the case of Thunderbird, right-click on the emails, select “Save as” and emails will be saved as .eml files. You can also use Google Takeout to create a copy of your entire Google Account. Another option is using third-party backup utilities such as UpSafe and GMvault on your Windows, Mac, OSX, or Linux devices.