How to protect your emails from data loss

Data loss might be less frequent in the age of cloud storage and web apps but if you want to protect locally stored data or you don’t have the option to use cloud storage to sync your data to the cloud, creating a backup could help you prevent the data loss or at least make its impact less significant.

Even if you are using your email accounts with IMAP protocol, some data might be deleted by an accident and it’s always better to have some kind of backup when it comes to important data. Better safe than sorry, and that is why we are going to look into how to backup your e mails.

Backing up your emails with eM Client

eM Client allows you to export emails in .eml format and you can also backup e mails using the built-in backup feature, if you need Exchange or Gmail auto backup, or even backup of the settings and much more. With eM Client there is a way as long as you enable an option to “Download messages for offline use”. This can be found per whole account in Menu > Accounts under IMAP or Exchange Web Services tabs, or per each folder via right-click > Properties > Offline if you want to download just selected folders.

Alternatively, you can create a rule that will automatically move specific messages to local folders. Would you like to find out more about automatic rules in eM Client?

Backup settings can be found in Menu > Settings > General > Backup to set them up periodically and if you need a quick current backup of your local data you can use the Menu > Backup option.

If you have any settings, local folders, POP accounts, or just messages downloaded for the offline use, the backup will include all of those data automatically.

In the settings, you can change the backup location if you need to back up to the external drive and the backup frequency for the automatic backup can be enabled there too. When ready to create a backup just hit a button and the app will do the rest for you.

A backup is an exact copy of the current state of the app database and it cannot be used to view individual files unless restored. If you would like to have access to the individual files we recommend using Menu > File > Export option.

Backing up emails with Outlook app

If you are using Outlook as your email client, there is a way to take backup of Outlook mails too. Manual and automatic backup options are available and you can also export your messages as individual files. Outlook allows you export .pst, .msg, and .csv files and more.

Check this article at eM Client blog to find out how to import Outlook files to eM Client.

To manually export Outlook.pst file, go to File > Open & Export > Import/Export.

In the export dialog Select “Export to a file”, and proceed by clicking on “Next”. On the next page select “Outlook Data File (.pst)” from the export options list, and click on “Next”.

Pick the mail folder for backup and if needed, tick the box saying “Include subfolders” and again, proceed by clicking on the “Next” button.

On the last step of the export process, choose a target location and name for your backup file, then select “Finish”.

Backup speed depends on the size of folder contents but once it’s finished you should see outlook .pst file in the location you have previously selected.

Save individual messages as .msg

If you wish to save one specific Outlook message as a .msg file, double click on that message and in the top left corner go to File > Save as.

Once the save as dialog appears you can select the file location, name, and the file format.After adjusting everything to your needs, click on “Save” and check that the file is present in the destination folder.

In case you would like to know why is switching from Outlook to eM Client worth it, check out this article!