Hey everyone, Daniel here from TwinBytes with a quick tutorial for you;
and this time I'm going to be talking about how to back up your Gmail email. So stick around...
So there's actually a couple different ways of backing up your Gmail; and it actually includes
all Google services, not just your emails. But you can target just emails if you want to.
So with this tutorial, once you know how to back up your email, you'll know how to back
up your entire google account. So there's two different services available for backing up.
and usually what I consider a backup, it's set up as a schedule that's going to be daily forever.
Now one of these is daily ongoing forever. The other one is kind of a manual
as often as you can get to it. But there's a limit to it as well.
Let's start with the business one here and then I'll get into showing you the one for personal use.
The one for personal can be used for both personal and business. It's basically for the free one.
But if you have a business account with Google like the Google Gsuite or Google Workplace
and they've changed names a couple of times over the years, but it's the paid Gmail account.
So you could have something, like for example Twinbytes.ca my email it's not a Gmail.com address
where you would get your own account for free and it's at Gmail.com It can be at yourcompanyname.com
but it still passes through Google. So if you go to gmail.com you can sign in with your
Twinbytes.ca or your whatever email address that you have and it passes through the Gmail servers.
So you can pay for what they call the Vault; and that's a paid service that's only available
to the Google business apps. There are certain requirements available as well, which I'll show
up on the screen here. Most of the plans that are available through the Google Gsuite, they include
a license for vault. But if you're on the Basic plan or Frontline, then you have to pay extra to
have that service available to you and then you can add or remove this for each user under your
Gsuite platform. If you do see the option for Vault in your menu but then you click on it you
get a message like this. Then you need to ask your admin of your Google Gsuite or Google Workplace
to enable that service for you and then you'll be able to start backing up using vault.
So assuming you don't have a business account or maybe you just don't want to pay for that;
You can still back up your account manually for free. Whether it's the business one through Google
Gsuite or a personal gmail.com account. Also one thing that I'd like to mention is that whether
you're on the business one or you have a personal Gmail account, if you're using Microsoft Outlook to
synchronize your emails down to your computer, it creates a local copy as a PST file. So that way if
you lost access to your account or deleted email or something, you would be able to look at your
Outlook PST file and you can recover your files from your last backup on your computer.
However that's assuming that you're backing up your computer. But that's a whole other story.
If you're strictly using gmail.com for your emails, then you need to back up either using the Vault
which we just talked about or Google Takeout which we're going to talk about next.
When you're in your Gmail, you can have a look, if you go over to the icon with the dots. If you scroll
down a bit. If you're on a business plan you're going to see Vault. But whether you're on business
or personal use, you can use Google Takeout. However Takeout is not available through here.
So what you would do instead is go click up into your little user icon and go to
manage your google account. From here go over to data and personalization and scroll down a bit.
or a lot. Depending how big your screen is.
Download or delete your data. So you can make a copy of your data to use it with another account
or service. So if you're switching services from Gmail you can take a copy of that or simply just
to do a backup. Here it allows you to delete services that you don't use through Google
and you'll see how many services they have in a moment. So we'll click on download your data.
and this gives you a list of what it is exactly you want to back up. So we would go through to
select the data. Now everything is checked off by default and you can scroll through the list to see
exactly what it is that's checked to back up; and from what I counted earlier, there's 49 different
services that I have in here; and you could have more or less; but there's 49 in here to back up.
I don't really care to back up all this stuff. So what I'll do is scroll back up to the top.
We'll deselect everything, and then we'll scroll down and look for Gmail.
There's mail. Messages and attachments in your Gmail account or inbox. So we'll turn that one on
and then you've got options here as well to choose multiple formats and all data included.
If we look in the formats you can see here the format
there's no options here that we can change. Nothing's clickable. It just tells you about it.
but then all data, now here you have options again to choose all messages in mail or you can
turn that off and be very selective about which folders that you want to back up. So just your
sent items possibly in your main inbox, but not all the sub folders to your inbox.
I'm going to say to include everything and we'll say okay.
So that is selected for mail. So we really have options for some of these things
as to how much of that particular service we're backing up.
We'll go back to the bottom here. We want to go to the next step.
So the next step. This is one of the things I don't really like about it, because it's not
what I would consider a normal backup. You have two options. Export once. Well that's a one-time
backup. That's not a regular backup; and I'm sure you get emails every day. So any emails that you
send or received after this, will not be backed up until you go back in here and do it again.
So for the amount of time this takes. It's not very convenient to back up every single day. Here you
can set a schedule to say export every two months for a year. While that at least will schedule it
to back up every two months, but only six times. Then you'll have to go back in here and schedule
again to back up every two months for the next year. So two months is a long time. There's a
lot of data that you could lose in the meantime, but at least it's something. So this is why it's
called Google Takeout and not Google Backup. Unless you're using Outlook and your emails is
your only concern of what's being backed up, then as long as you're backing up your local computer
then you'll have a copy of your PST file backed up. You got what type of file. You can have it as a zip
file or a tgz which would require a different third party program to open the zip file with;
and also so you could probably leave it a zip that's standard universal accepted zip format;
and that's why it's called zip of course and then the size here. Export larger than this size will
be split into multiple files. So anything larger than 2 gigs will become 2 files. So you could
say well set that threshold to 4 but you may not have any clue as to how big some of
the files will be. So if you're not sure maybe you can just leave it at a manageable chunk.
You'll still be able to access everything. So there should be no problem with that regardless.
Once you've got everything selected and set how you want, I'm going to just go to export once and
create export. Now it tells you it's in the process of creating a copy of all the mail;
and it can take a long time, possibly hours or days depends of course on how much stuff you've
selected to back up and how much stuff is in each one of those things, and by stuff I mean data.
and you will receive an email when your export is done. So I'll show you a picture of that email I
received on the screen here, assuming that I get that within a reasonable time.
and that's all there is to backing up your Gmail or any of the Google services online.
So just as a quick recap, regardless if you're a business user you have a free gmail.com account;
use the Google Takeout service. You've got a lot of options within the options as you've seen;
and just do an export manually. At least you've got something there. If you are using Microsoft
Outlook for your email and the email is the only concern, then you don't need to worry about that.
You can do a backup of your computer every day and you're covered. If you're using strictly gmail.com
So just the webmail; web-based email; you don't have Outlook, you have no local copy synchronized.
You have to use either Google Takeout if it's free. Which really sucks because it's manual
or if it's a business then you really should get Vault because that's your only backup that you have.
Even though it's in the cloud, you can't be ignorant and think that, well... only computers crash...
Well guess what the cloud is? It's someone else's computer.
So that's it for this tutorial. I hope you did find it helpful
and if you did, please do hit that like button, consider subscribing and we'll see you in the next one. Bye for now.
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you can pay to have what's called... what's called... Oh my God!
Only if you're on, uh, Oh my God!
and you do see the menu item under your...
menu, here. Oh my God!