Numbers don’t lie. That ‘1 of 15 GB used’ in your Gmail? It’s a ticking time bomb as more emails pile up. Which leads to deleting emails. Hitting the delete button feels satisfying in the moment. But what if one day you go looking for that old email thread months or years from now…but not find it there? We’ve all been there, and we all know very well the feeling.And that sinking feeling is why Gmail backup exists. It’s a way to take control of your inbox, ensuring those important threads are always within reach.

As convenient as Gmail is, it’s also a hotspot for clutter, mismanagement, and, frankly, a bit of chaos. Ever found yourself going through a ton of emails trying to find that one important message? Or worse, realized you’ve lost crucial data among the pile-up?

That’s what we’re addressing today via the approach of Gmail backups. Yes, backups are often for safety reasons, more like contingency plans for data loss events. But it is also a great way to be organized with your data.

While Gmail does offer tools like labels and filters, they often don’t cut it when we’re talking about large volumes of emails. What’s needed is a more comprehensive approach to not only manage but also back up your emails. Forget those half-measures; Mail Backup X gives you the tools to directly address this issue and more.

Mail Backup X provides a straightforward way to backup Gmail – link your Gmail account by signing in, choose folders, choose backup files location, and you are good to go.

Sounds simple, right? That’s because it is.

This tool differentiates itself with features designed to simplify email management. Enjoy the power of keyword searches directly within your Gmail backups, and the peace of mind knowing your emails are safely stored and easily accessible. Smart search capabilities eliminate the frustration of sifting through endless emails. Mail Backup X offers an intuitive way to locate the specific messages you need.

Now, eager to start? Let’s start with the first step. Head over to the Mail Backup X website and download the tool from there. After installation, continue with the steps below to create your backup profile and start backing up Gmail.

Step 1:Navigating Dashboard:

• After installation, go to your ‘Applications’ on Mac, find Mail Backup X, and open it up. If you can’t see the Dashboard, that means you first need to activate. Don’t worry, you can start at no cost with 15-days cost-free version.
• Once you are in the Dashboard, look for “MY BACKUPS” section on the left sidebar, the first link is for ‘My Backup Profiles.’ Click on it. Then continue by clicking on ‘Setup a new backup profile’.
• For users already using the tool, there will be existing backup profiles. In which case, you can click on “Add New Backup” to start the wizard.)
• Now you can proceed with the wizard create a unique profile for your email backups.

Step 2: Link up with Gmail Account:

• You’re now at the ‘Add New Backup’ screen, where you will see various email services, including email applications and clients.
• For our Gmail backup purpose, click on ‘Email Server’ to see more options, then click on ‘Google Mail’.
• A sign-in page in a new browser window will open up. Here’s where you need to be a bit careful. You’ll enter your Gmail credentials and follow the steps to authenticate. This usually means entering your email and password and possibly completing a two-factor authentication step, depending on your account settings.
• Once you’re signed in, Mail Backup X needs permission to access your emails via IMAP. Make sure to grant this permission to move forward by clicking “Allow.”

Step 3: Scope and Folders:

• After authentication, you’ll return to Mail Backup X. Proceed by first selecting the scope: either from the beginning or the new emails going forward.
• You’re now at a stage where you can select which folders to back up. This is quite straightforward. For complete backup, do nothing. All folders will be selected by default. But to remove any particular folder that may not be necessary, uncheck the box. That’s all.
• Can’t see some folders? Hop over to your Gmail settings. In the ‘Labels’ tab, make sure ‘Show in IMAP’ is enabled for those missing folders. Gmail labels are essentially the same as folders.

Step 5: Fine-Tune Gmail Backup Profile:

• Now, we’re on to the final configuration screen. This is where you’ll give your backup profile a name and other parameters.
• Decide where the backups should be stored. You can choose between local (like your computer’s hard drive) or online/cloud storage. If you’re going with cloud storage, you’ll need to link it up with Mail Backup X first.
• Now set your security preferences. If you need your backups encrypted–click on “Secured” checkbox. Just keep in mind, once you hit save with encryption on, you can’t undo it – you’d need to start a new profile. (Any other setting here can be modified later, with the exception encryption status of the profile)

• Decide the rate or occurrence of profile to back up. Pick from:
  • automatic, which backs up new emails as they come in.
  • manual, which means you’ll be clicking ‘Backup Now’ whenever you feel like it.
  • recurring, where you can set it to run at regular intervals, daily, weekly, or whatever suits your schedule.
  • If you want to use a USB drive for your backups, plug it in and look for that ‘USB Auto-Snapshot’ setting.  By enabling this, your backups will automatically update to the USB whenever it’s connected – a simple way to gain some extra peace of mind.”

Step 6: Almost there! You can save the settings now. That’s it! You’re all set. The profile is now active.

Mail Backup X will now start backing up your Gmail. The profile will operate according to what you have specified in the configuration screen. For instance, the process will start immediately, but if you picked “manual,” remember to click on “Take Backup Now” button to start.

If you want to go into the tool’s functionalities in-depth, why not download it now and use the free trial version? You can evaluate its performance in your system for 15 days.

Many don’t even think about backing up our Gmail. But why? We back up our phones, our computers, why not our emails? They’re just as important, if not more.

Backups make our data more secure. In case something happens to them (you get locked out of your account, deleted a wrong email that you didn’t mean to, etc.), you have the option to rollback or restore emails to Gmail account from backups. There’s also an additional benefit to doing this: we want our Gmail to be tidier, more organized, without having to delete anything permanently. Mail Backup X is an application that provides a user-friendly way to do all that. You can now keep your emails safe, and your inbox clean.