Mail Backup X is an excellent application for your IMAP archive and backup needs. It is your go-to assistant for preserving your precious email communications and the data inside them. With Mail Backup X, you can easily safeguard your emails from unexpected data lossand also seamlessly archive them for future reference. It’s compatible with many email clients, offering a customizable backup solution to fit your individual or business needs.

Examining the Dashboard

When you open the tool, the main interface screen that you see is the Dashboard. This is the command center where all the controls you require are at your fingertips. It functions as your personal overview of how your email backup is performing. You’ll find an insightful daily report detailing your IMAP email backup count, alerts for new tasks, and logs of recent activities.

On the sidebar, you’ll notice handy shortcuts to your backup profiles, designated storage spaces, and some exclusive tools that enhance your backup experience. It’s designed to be intuitive, allowing you to navigate through the application effortlessly.

Profile Setup and Customization

To start archiving your IMAP emails, start by creating a new profile. This profile will dictate how your emails are backed up, including which emails to save and where to store them.

Steps to Create a New Backup Profile:

From the Dashboard, you have two options to begin setting up a new backup profile:
- Click on the “Setup a new backup now” link located in the “Tasks” section.
- Alternatively, select “My Backup Profiles” from the left-hand menu.
Once you’ve accessed the “My Backup Profiles” section, proceed by clicking on “Set up a new backup profile.”

archive IMAP email with step by step guide

Email Server Backup Options

In the “Add New Backup” window, you’ll see various email service options. For IMAP email archiving:

Click on the ‘Email Server’ option.

For IMAP, specifically, click on the ‘IMAP Server’ button.

Step by step guide to archive IMAP Email

Side note: While you are setting up an IMAP server, it’s worth noting that Mail Backup X also supports other providers like Google Mail, Outlook.com, and more, in case you need to back up from these services in the future.

Detailed Login and Server Configuration

Next, you’ll enter your login credentials for the IMAP server. If your email server requires specific configurations:

Enter your email address and password.

If automatic configuration fails or you need to enter specific details, click on “Manual Configuration.”

For manual configuration, follow this process:

Enter incoming and outgoing server addresses.: incoming Server (IMAP): You’ll need to input the address of your IMAP server. This typically looks something like imap.example.com. You can usually find this information on your email provider’s support page or by contacting your IT department if it’s a work account. Similar to the incoming server, you’ll input your SMTP server address here, often resembling smtp.example.com.
Specify port numbers and encryption methods.
Confirm server details and proceed.
Authentication: Ensure that the authentication method matches your server’s requirements. Most servers use password authentication, but some might require a different method.
Confirm Server Details:Once all the server details are correctly entered, review them to make sure everything is accurate. This step is crucial as incorrect information will prevent you from establishing a successful connection to your email server.

how to archive IMAP Email with step by step guide

The exact server addresses, port numbers, and encryption methods can vary depending on your email provider. If you’re unsure about any of these details, refer to your email service’s help documentation or contact their support team for assistance. By entering the correct information, you ensure that Mail Backup X can communicate securely with your email server to archive your messages.

Selecting Folders for Backup

Now, choose which folders you want to include in the IMAP archive:

Select each folder by ticking the checkboxes next to the folder names.
Make sure to review all folders and subfolders carefully.

Comprehensive Backup Profile Settings

Backup Profile Name: Assign a clear and recognizable name for your backup profile.
Storage Location: Select a secure and accessible location to store your backups. You can add more than one and you can add either a physical drive or cloud storage.
Security Settings: Choose between secured (encrypted) or unsecured backups.
Backup Schedule: Decide if you want automatic, manual, or recurring backups.
USB Auto Snapshot: Set up this option if you wish to have physical backup copies.

Final Checklist Before Activation

Confirm the Backup Profile Name is correct.
Ensure all desired Email Folders are selected.
Verify the Storage Location is accessible and sufficient for your backup size.
Check that the Security Settings are set to your preference (secured or unsecured).
Decide on the Backup Schedule that suits your workflow.
Set up the USB Auto Snapshot if you require physical backup copies.

Finalizing and Activating the Profile

To finalize and activate your IMAP archive profile:

Review all the settings and ensure they are configured according to your preferences.
Click on the ‘Save’ button to store your backup profile settings.
Your profile will now be activated, and the tool will start archiving your IMAP emails based on the schedule you’ve set.

After setting it all up, you can observe the active backups (in progress) under the “Activity” section. If you click on it, you access the profile view of your active IMAP backup and can see a detailed and interactive dashboard that provides a comprehensive overview of your backup status and options.

Log: Click “View Log” to view a detailed log of all backup activities related to this profile, which can be useful for troubleshooting or simply keeping track of the history.
Settings: This is where you can adjust the settings of your IMAP Backup/archive profile. You can change the backup frequency, the items to be backed up, and other preferences you may wish to tweak.
Delete: Use with caution, as this cannot be undone.
Copy to USB: This feature allows you to copy your backup to a USB drive directly.
View Data: Selecting this icon will let you browse the emails and items contained in your backup. It’s useful for verifying your backup contents or accessing specific emails without restoring the full backup.
Export Data: Use this to export your backup data. It’s helpful if you need to transfer your emails to another program, or if you’re moving to a different service and need to import your archived emails there.

Congratulations! You have successfully set up your Mail Backup X profile to archive your IMAP emails. With your new backup profile active, you can let go of the worries about data loss or corruption.

If you’re new to Mail Backup X, take advantage of the free trial version. This is a great opportunity to explore the tool’s capabilities and confirm that it meets your IMAP email archiving needs before committing to a purchase.