Welcome to your comprehensive guide on how to back up your G-Suite emails using the Mail Backup X tool. This step-by-step tutorial will walk you through the entire process, at the end of which, your emails and other data items from G-Suite will safely be backed up.

Let’s get started.

Getting Started (Free Trial)

First, you’ll need to launch the Mail Backup X application. Upon opening, you will need to enter your license key. If you have purchased a subscription, input your key.

If you’re a new user, you can activate a trial by clicking on the activation option. You will see the field to provide your email ID during this process, which is not mandatory, but providing it could help in receiving any promotional offers or updates. If you don’t want to enter your email ID, you can click on “skip.” Trial version is a convenient way to find out how the tool enables you to backup G-Suite data effectively and if it is suitable for your needs.

Setting Up Your Profile

Once you’re in the main interface, click on “Setup a new backup now” under the “Tasks” panel. Or navigate to “My Backup Profiles” and select “Setup a New Backup Profile.”

If you’re an existing user with profiles already created, you can click on “New Backup” at the top of the profile list.

Selecting the Email Client

As we are focusing on G-Suite backups, you won’t be selecting standard email clients like Outlook or Thunderbird. Instead, look for the “Email Server” option.

Click on ‘Email Server,’ and from the list of email providers, choose “Google Mail.” Google Mail is part of G-Suite, and selecting this option will allow you to back up your G-Suite email data.

Authenticating Your Google Account

You will need to log in using your Google account credentials.

Follow the steps for authentication, which might include two-factor authentication (2FA) procedures like entering a one-time code from an authenticator app. This depends on the Google Account security settings as set by the administrator of your Google Workspace.

If for some reason you cannot log in or access your account, it might be because IMAP is not enabled, which is necessary for Mail Backup X to retrieve your emails for backup.Although IMAP is usually enabled by default for Google accounts, it can sometimes be disabled. To enable it, go to your Google account settings under the “Forwarding and POP/IMAP” tab and activate IMAP.

Selecting Scope and Gmail Folders

After successfully logging in, you’ll be presented with an important option: do you want to backup all the emails in your G-Suite (Gmail) account since the beginning or only the new ones from this point? Click on the suitable option for your needs to proceed to the folder selection screen.

Now, select the folders or rather deselect ones that are not needed. Note that the tool can automatically include any new sub-folders in the future backups. To turn it on, check the box at the bottom of the list of folders.

Adjusting Profile Settings

Now, it’s time to adjust your G-Suite backup settings:

• Profile Name: Make it clear and descriptive. If you are not planning on having multiple profiles for multiple email accounts, you don’t need to worry about the profile name. But if you have more advanced needs that involve multiple profiles and backups, it will help you in future if you take some time to organize the profiles and have a clear name for each that would make them easy to identify.
• Storage: Click on “Choose a Space” and then click on “On My Computer” to add a local space or click on “Add New Cloud Space” to integrate services such as Google Drive or other cloud storage solutions. You can add both, or even more than two spaces.
• Encryption: Decide if you want your backup to be encrypted for security. The only requirement to use encryption feature is to set a password for the application-level security. This password is needed to access the tool’s interface (though you can check the option to remember the password). Be sure to save the recovery key after setting the password in a safe location. If you lose the encryption key to your backup profile, you can use the recovery key.
• Frequency: Set the timetable for the tool to run the G-Suite backup. It can be either automatic any time a new email arrives, have a fixed schedule (like daily, monthly or any specific periods), or manual.
• USB Auto-snapshot: Click on “Add USB Drive” to enable automatic snapshots of backups to your USB Drive. Make sure you have inserted the drive before clicking the ‘add’ button.
• Auto Source Cleanup: Set the time intervals for cleanup, if you want the tool to automatically deleteolder data.

Make sure to click “Save” to preserve your settings and to start the backup process for your G-Suite mail data.

Post-Backup Overview

After your backup is started, you can monitor its progress in the dashboard. The interface includes a notifications panel, activities panel, and a daily report panel to keep you updated.

• By selecting “My Backup Profiles” from the left sidebar, you can view all existing backup profiles, which, in your case, is likely just the one for G-Suite at this moment. The profile-card view provides information about the backup and actions you can take such as viewing logs, modifying settings, deleting the profile, viewing data, and exporting data.

• The “View Data” function allows you to browse through yourG-Suite backed-up emails using the native email viewer built-in to the tool. It’s quite convenient for quickly looking up emails, without having to go through the restoration process.

• For exporting and using your backups to restore emails to any other platform, click on “Export Data” button. It lets you export your backups to various formats such as MBOX, EML, or even PDF, providing flexibility depending on your needs.

And that’s it! You’ve successfully set up your G-Suite email backup with Mail Backup X. Your data is safely archived according to your preferences.

As a final note, you can get the trial version from the official MailBackupX.com website.