Backing up your Gmail emails is a practical way to ensure that you always have access to your important communications, even if you encounter issues with your email service. There are a few ways to back up your data from Google account, one of which is through Google Takeout. It’s an option offered by Google itself. But for most of the users, it does not serve as a proper solution for thorough and appropriate backups.

Thankfully, there is a solution that’s more suited for you – Mail Backup X. It offers a streamlined process to secure your emails safely.

Here’s a detailed guide to help you through the process using Mail Backup X tool from InventPure.

Step 1: Initiating the Backup Process

First, launch the Mail Backup X application. Once it’s open, look at the ‘Dashboard’ which serves as your main control panel. Here you’ll see a section labeled ‘Tasks’.

Under this, you’ll find an option to ‘Setup a Backup Now’. Click on this to begin the process of backing up your Gmail data. It’s a proactive step to safeguard your data, and it’s great that you’re taking it.

Step 2: Choosing Your Source type: Next, you’ll be presented with various platforms and sources that you can back up from, which includes server and email clients too. Find the ‘Email Server’ option and click on it to proceed.

Step 3: Choosing Email Provider: From the subsequent choices, look for ‘Google Mail’. This is the service you need to choose to proceed with backing up your Gmail account. This selection tells Mail Backup X Gmail backup tool precisely where to fetch your emails from.

Step 4: Google Mail Authentication

Once you’ve selected Google Mail for your backup, you’ll need to authenticate your account and give Mail Backup X the necessary permissions. Here’s how:

• Initiate Sign-In: You’ll see the ‘Sign In’ button. Click this button to begin the authentication process.

• Browser Authentication: Upon clicking ‘Sign In’, your browser will automatically open up and inside tool’s window, a message will be displayed letting you know to continue the process in a newly opened browser window. Mail Backup X uses your web browser to authenticate your Google account for a secure sign-in process.

• Google Sign-In Page: The browser will display the Google Sign-In page. Here, you will enter your Gmail address and click ‘Next’. Following this, you’ll be asked to enter your password. This information is not shared with Mail Backup X but is used by Google to verify your identity.

• Permission Confirmation: After successfully entering your details, Google will present you with a page detailing the permissions Mail Backup X is requesting. These include the ability to read, compose, send, and permanently delete all your email from Gmail. Proceed to grant the permissions by clicking ‘Allow’.

• Selecting the Backup Extent: After granting permission, you’ll choose how much of yourGmail data you want to back up. You can select ‘Since Beginning’ to back up all emails from the start of your account, or ‘From Now Onwards’ for only new emails moving forward.
  • ‘Since Beginning’: complete backup from the inception of your Gmail account is recommended if you need a comprehensive archive. This is particularly useful for legal compliance, historical referencing, or if you’re transitioning to a new email service and want a full record. Bear in mind that this could take a significant amount of time and storage space, depending on the size of your email history.
  • ‘From Now Onwards’: If you’re only interested in preserving emails from this point forward, selecting this option minimizes storage requirements and backup time. This choice is suitable if you regularly clean out your inbox or if you’ve previously backed up your older emails.

Step 5: Selecting Folders for Backup:

You can select certain Gmail folders to back up after you log in. This is an essential step in tailoring your backup to your specific requirements, as you may not require backing up everything. You have complete control over which messages you wish to save, whether to your inbox, mailed items, or a specific folder.For ease and ensuring no data is missed, you can choose to automatically include new sub-folders created in the future. This  takes care of organizational changes without requiring manual updates to your backup settings.

Step 6: Configuring Backup Profile Settings In this step, you’ll configure your backup preferences. This involves setting a profile name and specifying storage locations and security settings. You can choose between secured and unsecured backups and decide if you want Mail Backup X to encrypt your data. You’ll also have options for scheduling your backup—whether you want it to be automatic, manual, or recurring. And optionally, the tool can automatically save the snapshot of the last backup to the USB Drive of choice.

Once you’ve set up everything, Mail Backup X allows you to monitor the backup process and view the data from completed backups. This is where you check if everything is running smoothly and as expected. You can check the progress of your Gmail backups and even look into the details of the archived emails.

Making Informed Choices During Your Gmail Backup

• What to backup (Specific folder selection): Evaluate the relevance and importance of each folder in your Gmail to tailor the backup to your essential needs.
• Should I encrypt backups: Consider the nature of your data; if confidentiality is a priority, encryption is your go-to option.
• When to backup: Assess your email volume and update frequency to determine a backup schedule that reflects your usage pattern. Automatic is the best, as it updates the backup every time there is a new email. But for some, recurring is a more convenient and resource-friendly option.
• Where to backup: Balance accessibility with security; local storage for quick access, cloud storage for offsite safety. The tool makes it possible to add more than one storage space to keep your Gmail backups. Pay attention to the storage capacity of your offsite/cloud storage solutions. Only consider upgrading if it’s necessary. For bulky Gmail databases, you can store the backups locally on your computer.

Backing up your Gmail messages using Mail Backup X is an easy way to prevent future hassles. Your digital information will be safely archived if you complete these instructions given above. Keep in mind that you can try out the tool’s capabilities with the free trial version before you buy it if you’re not familiar with it.