Thursday, 16 October 2014

How to Backup Gmail using Outlook and Mozilla Thunderbird

Take Gmail Backup in a Folder on Hard Drive

Today, Many of us use Gmail for sending/receiving our personal as well as our professional mails. Gmail also let us to store contacts, notes and tasks. Even though Google provides high security, it happens that you delete your important emails by the mistake or due to few security attacks. But don’t be panic here is solution “How to Backup Gmail using Outlook, Thunderbird or other Desktop Clients”.

Why we Need Gmail Backup

There are many reasons to backup your Gmail accounts. Some are following:
  • If the Google mail server goes down and you need your email or attachments urgent basis, for this if you have Gmail backup then you directly see them.
  • It is always possible that your data may be removed due to Gmail server issue, so for important data like passwords, contacts, addresses and attachment you need to backup a replica of data to your local machine.
  • If you delete your important data by chance and need this information for future use, then there is also need Gmail backup your data somewhere else Gmail Cloud.
If you're anxious about ever losing your Gmail emails, it's probably a good idea to regularly backup your Gmail account by configuring a desktop email client on your PC.

So there are many ways to recover your data from any disaster happen on Gmail cloud. For this you need a desktop client (Thunderbird, Outlook etc). You need to some setting change to your Gmail account. Below is step by step process to backup your data :

Step 1: Log in your Gmail account.
Step 2: Go to Settings and click settings.
Step 3: Locate to Forwarding and POP/IMAP.
Step 4: Go to POP download and click Enable POP for all mail (even mail that's already been downloaded). 
Step 5: Go to IMAP Access and Enable the IMAP. 
Step 6: Click to save changes.

How to Backup Gmail using Outlook, Thunderbird:

Now you need to install Mozilla Thunderbird, Microsoft Outlook or any other email client on your desktop. After that the steps are:


Steps for How to Backup Gmail with Thunderbird

Step 1: Open Thunderbird. 
Step 2: Enter your Gmail user id and password. 
Step 3: Thunderbird download your email. 

Note: Thunderbird doesn’t backup your Sent Mail folder. 
If you want to take Gmail backup of all folder, Microsoft provides you an Email Client i.e. Microsoft Outlook. You can install it then configure different setting for backup your Gmail data. Here are the steps to do this :

Stepwise Guide on How to Backup Gmail using Outlook

  • From your desktop, click Start.
  • From the Start menu, click Microsoft Office Outlook.
  • From the top taskbar, click Tools.
  • Select Account Settings.
  • From the E-mail tab, click New.
  • Select Microsoft Exchange, POP3, IMAP, or HTTP and then click next.
  • The Auto Account Setup screen is displayed. Check the manually configure server settings or additional server types check box.
  • Click Next.
  • Select Internet E-mail and then click next.
  • The Internet E-mail Settings screen is displayed. Type the following information:
    • Your Name: The name that will be displayed to recipients of your sent email
    • E-mail Address: Your email address
    • Account Type: Select POP3
    • Incoming mail server:
    • Outgoing mail server (SMTP):
    • User Name: Your email account username
    • Password: Your email account password
    • Check the Remember password check box.
    • Click More Settings.
    • Under the Outgoing server tab, place a check mark in the outgoing server (SMTP) requires authentication checkbox.
    • Under the Advanced tab, edit Outgoing server (SMTP): to 1025.
    • Click OK.
    • Click Next.
    • Click Finish.
Your email account is set up for use with Microsoft Office Outlook 2007.

NOTE: you can also use IMAP instead of POP3.They both are same with little difference i.e. if you use POP3 , you can access your email only from one machine and if you make change in your machine , on server no change .While by using IMAP you can check them from multiple device. But with IMAP, if you delete or change in your email, change directly on server. No recovery is possible with IMAP. 

Note: POP3 create a copy of your mail data in your machine but IMAP does not allow downloading server data to PC. So generally POP3 server is preferred by users for backup purpose.

In this way you can take Gmail Account Backup on your machine. Now your all Gmail data in your hand, use it whenever need.

What if you don’t want to Use Desktop Email Clients?

There is another way to backup your Gmail data using a commercial Gmail Backup Tools provided by many software companies. As per my own experience I would like to suggest you to use SysTools Gmail backup tool. Free demo version of tool is available to take a trial. 


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