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Using Google Groups To Backup Gmail

Written by: Peter Jalbert on Thursday, March 29th, 2007
Posted to: Gmail,Google,Groups

39 comments, add yours!

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One of the best features of GMail is its huge storage space. It’s almost near the 3GB mark and it’s still growing, giving us reassurance that Google was sincere when they said, “that you’ll never have to delete another message.”

Most GMail users by now, must have loved and mastered the labels and archive features of this free service from Google. The only e-mail they must have deleted besides those nasty spams are messages that are really not worth storing away in the GMail archives.

On the other hand, the rest of your messages are safely tucked in there, properly labeled and served immediately once you use the powerful search built in to GMail. This is all possible is you can access your GMail account.

Yes, unbelievable as it may sound, Google is not God and so its servers, from time to time, do suffer from internal glitches, bugs, attacks etc. that will render some of its wonderful services unavailable for its many thousands of users. That friends, include GMail.

During these rare occassions the worst thing could happen is that your messages could become lost (though I couldn’t imagine how since its Google who’s behind the service so this scenario is very remote) but hey being prepared for the worst comes from expecting the worst, no matter how confident and trustful you are of Google’s capabilities.

So what’s the solution? Back-up your GMail.

Not by setting up a forwarding feature to another non GMail address because those services could knocked down as well.

Not with any other 3rd-party service and not even in your own hardisk, but with Google Groups.

Yup, this nifty and uber-cool e-group service by Google is all you need to backup your GMail messages.

Here’s how you do it.

1) Create a new Google Group. Name it with something like “yourGMailaddress+archive” or “archivefor+yourGmailaddor” something similar.

create_new_group1.png

2) Give it a description that will give you a hint that this is your backup archive for your Gmail.

3) Set Access level to “Restricted” since this would only be your GMail backup and archive.

restric_access.png

4)Skip the “Invite members” step.

5) Go to “Group settings”

Group settings_final.png

6) In the “Advanced” tab, click on the “Use Google Groups to manage remote archive” option. Enter your GMail address instead of a non-Google Grooup mailing list.

choose as remote archive_final.png

7) Click “Save Changes”. Remember to copy-paste the e-mail address in step number # 3. You’ll need it later on when we setup your GMail to forward messages to this Google Group.

Sample e-mail: archiveforyourgmailadd-garchive-41973@googlegroups.com

You’re done with the first part, which is creating a Google Group that will serve as backup and archive for your GMail messages.

Now we continue…

8) Log on to your GMail account.

9) Go to “Settings.” From here you have two options:

settings_final1.png

a) Set up your GMail to forward all your incoming messages to your archive Google Group.

a.1) Paste the Google Group archive e-mail we took note of earlier into the forwarding e-mail field.

forward all message_final.png

b) Create a “Filter” to specify which messages to forward to your Google Group archive.

create filter_final.png

The specific details of this filter is all up to you.

b.1) Paste the Google Group archive e-mail address we took note of earlier into the “Forward it to” field.

Apply an appropriate label if you wish, then click “Create filter”.

You’re done! You just created a Google Group that would back up your GMail messages and setup your GMail account to forward your messages to that Google Group.

In the event you cannot acces your GMail, or you accidentally deleted a message, you can still access the messages sent to you via that backup Google Group and use other means available to respond to those messages.

Pretty neat, eh?

Don’t miss my other GMail tips while you are here, especially the popular Using GMail as your Universal Email Account post.

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ShareShare this post!   39 comments, add yours!

Related posts

    • Let’s Re-introduce Google Groups
    • Use Gmail Backup to Save Your Emails from Oblivion
    • Using Gmail as Your Universal Email Account
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39 Responses to “Using Google Groups To Backup Gmail”

  1. # Peteron 30 Mar 2007 at 4:10 pm

    Thanks for the lesson. I always worried a little about my gmail. Now I will rest easier.

  2. # Reinaldoon 30 Mar 2007 at 5:40 pm

    as Anna Mae Bullock said: “Simply the Best”!

  3. # Reinaldoon 31 Mar 2007 at 6:48 am

    I did it but a simply question occurred. After that, how can I restore it?

  4. # marieon 31 Mar 2007 at 12:34 pm

    I guess it’s supposed to a one-way backup, then, Reinaldo.

  5. # Dmitryon 02 Apr 2007 at 10:39 am

    Sounds somewaht silly to me. Why bother backing up in such a weird way? Set up any mail client once, download gmail/anyotherwebmail messages, back them up to hard drive. Gotcha.

  6. # Decavolton 02 Apr 2007 at 11:25 am

    Dmitry is exactly right – this is just silly. If you’re looking for some obscure hack just for fun, then sure, this is neat. Otherwise, it’s very far from practical. Also, if you need more storage space then what Gmail currently offers, you need to clean out your damn mail account once in a while.

  7. # Use Google Groups to back up your Gmail account « Red Chaos’ PC Tech & Gamingon 02 Apr 2007 at 12:11 pm

    […] Source […]

  8. # Spenceron 02 Apr 2007 at 2:36 pm

    Hey, I set it all up, but how do I go back into Google Groups to see the backed up emails. I couldn’t find it anywhere in Google Groups.

  9. # Techzi » Blog Archive » Use Google Groups to back up your Gmail accounton 02 Apr 2007 at 4:17 pm

    […] If, on the other hand, you want a Gmail backup solution that’s local and you can handle a little command-line wizardry, look no further than Gina’s awesome fetchmail program. Got a better idea? The comments await you. — Rick Broida Using Google Groups to Backup Gmail [Google Tutor] […]

  10. # Reinaldoon 02 Apr 2007 at 5:10 pm

    I would like to say that it sounds like a research :-)

  11. # Bradon 02 Apr 2007 at 5:23 pm

    Hey, that makes sense. Back up your email from Google servers TO Google servers just in case Google servers crash!

    …

  12. # ilkeron 02 Apr 2007 at 5:24 pm

    This is a great tutorial!

  13. # Matt Ellsworthon 02 Apr 2007 at 7:36 pm

    Looks like a great idea – although i’m not sure why – but its a great idea none the less.

  14. # links for 2007-04-03 « My Weblogon 03 Apr 2007 at 12:17 am

    […] Google Tutor » Using Google Groups To Backup Gmail (tags: productivity backup tutorial) […]

  15. # Rachiton 03 Apr 2007 at 6:51 am

    whats the difference?
    I am currently forwarding emails to another gmail account (archive account).
    Backing up in Groups, is a poor idea as compared to backing up in another gmail account.

    I dont think so, that google gamail service will at any point of time face a situation that my both active gmail account as well backup gmail account will be affected simultaniously.
    Gotcha.

  16. # Netdivaon 03 Apr 2007 at 7:35 am

    This is a handy technique, one pretty big downside: the search capability for google groups is not as refined or robust as that of gmail. There are a few archived posts that when I put in words of the subject or the post and I get errors in the search.

  17. # links for 2007-04-03 « Daily Links Postingon 03 Apr 2007 at 10:18 am

    […] Google Tutor » Using Google Groups To Backup Gmail 利用googlegroups 备份gmail (tags: google groups gmail tools) […]

  18. # Backup your Gmail with Google Groups | Crucial Thoughton 03 Apr 2007 at 12:52 pm

    […] Using Google Groups to Backup Gmail […]

  19. # Jeremyon 04 Apr 2007 at 6:55 pm

    Bookmarked it just for you!!

  20. # The Tutoron 04 Apr 2007 at 9:38 pm

    Thanks Jeremy, much appreciated!!

  21. #   Sauvegarder votre compte Gmail via Google Groups. |  LifeManiacon 06 Apr 2007 at 12:37 pm

    […]   Cette note est une adaptation du billet rédigé par GT Staff de Google Tutor intitulé :”Using Google Groups To Backup Gmail“. […]

  22. # Zoli Erdoson 07 Apr 2007 at 10:48 am

    Here’s the flaw in the logic:

    If you’re worried about losing content in your particular gmail account, you are much better off setting up a second / third gmail account, configure Gmail Mail Fetcher, and voila! you have 1,2, 3 sets of backups. What’s the chance of losing them all? Besides, this method will backup your “Sent” mail, too, which forwarding can’t help with.

    If you’re worried about Google in general, then why trust yet-another Google service? Groops is no safer than Gmail in that case.

  23. # Zoli’s Blogon 07 Apr 2007 at 11:15 am

    How to Import All Your Archive Email Into Gmail

    I finally got sick of all the problems with Outlook, bit the bullet and transferred all my historical email online.  Having spent a few days using “native” Gmail (vs. POP to Outlook) I already feel a lot more productive.

    Ironically I’m writi…

  24. # links for 2007-04-10 at DeStructUred Blogon 10 Apr 2007 at 7:17 am

    […] Google Tutor » Using Google Groups To Backup Gmail (tags: Gmail Advice Backup) Share and Enjoy:These icons link to social bookmarking sites where readers can share and discover new web pages. […]

  25. # Cyber Space in One Hand » Blog Archive » 30+ Tools and Hacks for Gmailon 16 Apr 2007 at 6:01 am

    […] How to – Backup Gmail your Gmail using Google […]

  26. # Avete fatto il backup di Gmail? | Googlisti.comon 23 Apr 2007 at 3:56 am

    […] anche utilizzare GoogleGroups come archivio di backup per la posta di Gmail: Google Tutor ci fornisce un dettagliato […]

  27. # Johanon 17 May 2007 at 6:28 am

    all this is required if Google does NOT make backups of what is on their servers.

    so the BIG question is: do Google make backups?

    //j

  28. # mitchaon 28 May 2007 at 3:51 pm

    the negative point of this tut, is Google Groups cant backup message larger than 1mb

  29. # Ultimate GMail Collection: over 80 Tools and Tips | MakeUseOf.comon 14 Oct 2007 at 8:43 am

    […] HTTP). HowTo: Import contacts from Hotmail to Gmail. HowTo: Redownload Gmail messages into outlook. HowTo: Backup your Gmail messages using Google Groups. HowTo: Create Google Calendar events from Gmai. […]

  30. # Venkateshon 03 Nov 2007 at 5:58 am

    This is similar to forwarding to another email address right??

    Instead of back up with google itself it can be redirected to someother service… it will be safe even if something happens to google.

  31. # sureshon 19 Nov 2007 at 3:03 pm

    i need my deleted mails in my mail box

  32. # sudheeron 10 Feb 2008 at 10:18 am

    i dont remember my password and hint how can i log in

  33. # Using Gmail as Your Universal Email Accounton 01 Mar 2008 at 11:42 am

    […] We regularly update our Gmail tips section, check it out. For example, did you know you can use Google Groups to backup your Gmail? […]

  34. # danhortonseoon 11 Mar 2008 at 6:56 am

    im sure Google make backups ;)

  35. # rolion 28 Mar 2008 at 6:06 pm

    Hi guys,

    I have accidently deleted some important G-mails from my Gmail account. Is there a possibility somehow to get these important messages back?

    If you can help, please help!

  36. # Let’s Re-introduce Google Groupson 21 Apr 2008 at 9:36 pm

    […] Or, you can use it for various other purposes, like subscribing to other mailing lists. That way, you won’t get your Gmail (or other email) account flooded with mail list messages. Do you know you can use Google Groups to backup/archive your Gmail? […]

  37. # GMail Backup | Unexpectedon 28 Apr 2008 at 5:33 am

    […] Google Groups! Maak een groep aan en laat die je mail backuppen. Ok, als Google er volledig uit valt dan is ook […]

  38. # denis greenan ansaid web pope evolutionon 08 Jul 2008 at 3:04 am

    ansaid…

    ansaid nor cocto inhibitors…

  39. # Cawason 02 Oct 2008 at 9:36 am

    well, google groups does intend to keep backup of usenet, but from that to keep backup of each individual on gmail, I wouldn’t be so sure… internet / google does lack (good) solutions for backup, as people don’t seem to care too much about it. love the article by the way. :)

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