Email Migration Tools

Tools for Small & Large-Scale Email Migrations

how to backup emails

Using an email migration tool – is a smart way to migrate single or multiple email messages from one email client to another. Usually, it is needed when a user switches from a currently used email client to a new one. Besides, there can be plenty of reasons for migrating. For example, you’re changing hosting provider because of a pricing issue; your webmail interface is not that user-friendly; you are looking for a professional email address; account expiration, etc.

No matter what your reason is, this process should be easy, fast, flexible and above all, secure. After all, as an IT professional you would not like to see your organization’s confidential information being compromised (via email), just because you didn’t choose the right tool for email migration.


What this article is about:


So, if you are planning to switch your email client and looking for a great tool for email migration, we insist you continue reading this post. We will make you familiar with some of the amazing tools for email migrations. Also, we will let you know how to backup emails carefully.

So, without any further delay, let’s get started!

Top Email Migration Tools

When it comes to email migration tools, there are a myriad of options available in the market, but not all are equally reliable. Therefore, we bring you only the reliable ones.

#1 Mailbird

Mailbird is one of the most popular tools for small to large-scale email migrations. It has been awarded the best Windows Email Software Program in 2015 by IT World. Written in WPF and C#, it runs perfectly on Windows 7 and later versions.

Due to its myriad of features, Mailbird has been acknowledged by numerous email clients for Windows operating system. Mailbird has an easy to use interface supported by a unified inbox that lets you sort emails from your different accounts.

In addition to this, it comes with keywords shortcuts that let you easily navigate on the platform. The best thing about Mailbird is you can integrate it with the services having cloud computing architecture such as Slack, Facebook, etc.

Mailbird is available in two versions: Lite Version and Pro Version. You can download Mailbird from their official website.

#2 eM Client

eM Client is another popular email migration tool in the list and which is Windows based. The tool lets you send and receive emails, manage calendars and contacts. What makes this tool different from its competitors, is that it allows you to keep track of your email messages. Moreover, it offers you support integration with Facebook.

As an IT professional, you can begin with its free version and see how it works for your business. With free accounts, you can manage 2 accounts.

Speaking of its email migration capabilities, it is a fully-featured email client with user-friendly interface. With this email client, you get support for Gmail exchange and for many other major services such as outlook.com, iCloud, Office 365 mail exchange, etc.

#3 Mozilla Thunderbird

Mozilla Thunderbird is an open-source email client that is loaded with easy migration tools. It offers support for a huge range of email providers. With Thunderbird, you can handle an unlimited number of email accounts simultaneously.  Speaking about its features, it supports a wide range of plugins that make it more expandable. The latest version of Thunderbird not only looks smarter but also works better.

With Thunderbird, to make full use of your calendar, you don’t need to download or configure anything. Moreover, cutting, copying and deleting events is also quite smooth.

Although, Mozilla Thunderbird is free to use it does not run any ads or prompt to upgrade – yet. You can add as many email addresses as you need to Thunderbird. Additionally, if you are looking for a particular feature or option, you can expand Mozilla Thunderbird with a 3rd party extension.

#4 Aid4Mail

Aid4Mail, another renowned email solution supports a wide range of tools including email migration, recovery, conversion and archiving. Aid4mail is compatible with up to 45 email clients. Additionally, it supports the migration of emails on popular email clients such as Thunderbird, MS Outlook and Yahoo.

The best feature this tool has is the built-in file converter that can convert DBX to PST and EML to MSG. You can try out their trial period before paying to unlock all its features. You can download Aid4mail from their official website.

Google Apps Email Migration Tools

Google business Apps (a web-based SaaS solution – G Suite) lets you integrate easily with different applications, designed for different business purposes. Using Google Business apps require you to go through an integration process that makes using the Google apps more user-friendly. It includes a sign-on, API, provisioning, multiple domains functioning with-in the same account. It is also included email migration that helps you access emails. That’s where G Suite backup becomes necessary to safeguard your business data.

Migration and Integration Tools for Google Apps

Email Migration Tools and API

Google Apps Email migration offers you an easy way to change email systems. This email migration works from Microsoft Exchange: 2002, 2003, and 2007. It also works with Microsoft Outlook 2003 and 2007. Though it will require you to perform some additional work, it is comprehensive and stress-free in comparison to the email migration process of the past.

Single Sign-On API

This is a great tool that grants end-user access to multiple applications within an organization. It means that if a user has signed-into an account, he/she can access their applications, contacts, and emails. Moreover, a user can manage the settings without any interruption.

Backing up Google Email

Backing-up Google emails is one of the toughest parts of an email migration process. Sometimes even experts may have difficulty doing it.

Don’t worry, there are plenty of services available in the market that lets you take a complete backup of your G suite. One good example is CloudAlly. If you are not sure how-to backup Google email, CloudAlly is a one-stop solution for you. It offers easy and well-secured backup solutions for almost all types of G Suite business backup.

Working with CloudAlly is convenient. You just need to sign up for this cloud-based backup solution, activate your archive location and backup time. That’s all.

The good thing is you can activate backups for all selected users. The solution offers you all the details of your backup activity with a daily report. In addition to this, you can enable this software to detect a new user automatically. CloudAlly is compatible with all Google G Suite business plans and helps you manage different domains from a single CloudAlly account.

Using this solution is easy. It lets you back up digital files for your entire organization, manage archives and even recovers lost or corrupt data from any point in time.

In conclusion

No matter whether you want to migrate a single email or ten thousand emails at once, an email migration process should be easy and safe. In this post, we brought you some of the popular email migration tools available in the market. Look for one that you think would go better with the requirements of your organization. All these tools let you migrate your email data from one client to another. Although all the above-mentioned software packages are safe, we would advise you not to forget using a secured recovery solution such as CloudAlly for the extra piece of mind you deserve… Make good use of your Free 14 day trial.


Now that you know more about tools to help you with handling email migrations, you might want to have a look at what we created for you…

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G Suite Secured Backup – Customer Story

Read up on our latest customer story … 

Shoosh Monkey Uses CloudAlly G Suite Backup App to Restore Customers’ Data

G Suite Secured Backup Based out of Canberra, Australia, Shoosh Monkey PTY LTD is a G Suite support and software development agency that creates unique bespoke tools for many types of businesses.  Speaking about his business, Shoosh Monkey’s “Chief Monkey” Kris Hogh notes, “After exploring G Suite (Google Apps for Work at the time) for collaborating with friends organising events, the more I used it the more I felt like this was the platform of the future and one I wanted to stand behind.” 

5 FREE TOOLS FOR G SUITE

G Suite for Education

Google understands that technology is changing not just how employees work together but also how teachers interact with their G Suite for Educationstudents. There are better ways to communicate with students and help them achieve their academic goals than just lecturing them in a classroom. A decade ago, Google introduced Google Apps for Education to help fill this void. With Google Apps rebranded as G Suite, it was time to breathe new life and new features into the education program with: G Suite for Education.

As with its predecessor, G Suite for Education offers the same applications business consumers use to collaborate and stay connected.

Educators have access to:

  • Drive
  • Gmail
  • Docs
  • Calendars
  • Hangouts

These applications allow students and teachers to work together in ways that will help nurture student learning while preparing them for their future.

Classrooms Go Digital

With G Suite for Education, teachers can set up their virtual classrooms to engage with their students. Once created, educators invite students to join their class. After students enter, teachers can dole out assignments and communicate with individuals or the entire group.

Parents can use the classroom setting to talk to teachers as well. Teachers can address concerns or have conferences with parents at a time that is convenient to both without having to interrupt the in-class lessons or parental work day.

In the classroom, teachers issue grades and feedback to students. This paperless environment helps reduce waste and clutter on teacher desks. It also helps to ensure student and teachers do not misplace work.

Spreadsheets for All

G Suite for Education spreadsheets are useful tools. Data is quickly tabulated and automated with charts and graphs that help illustrate the insights students are trying to learn. However, many students, primarily grade school users, cannot efficiently use this tool because they do not know or understand how to write the formulas necessary to use Google Sheets to its full potential.

G Suite for Education’s spreadsheet application allows students to write their query in everyday language. The built-in algorithms, called Natural Language Processing, translates the question into a formula. This action produces an answer just as it would if the student had typed the method in themselves.

Self-Styling Presentations

Presentations are much work for both teachers and students. As formatting is a time-consuming process, content often takes a back seat and is not allowed to shine through as it should. G Suite for Education’s Slides application turns the focus back to the content, allowing students to let their creativity flow through the story they need to tell. As the user enters information onto the slide, the program automatically offers layout suggestions that will highlight the content.

The more students use the Slides program, the more the application learns about how the student works. This intelligence feature improves the program over time, saving the student countless preparation hours later.

Intelligent Docs

As with Slides and Sheets, G Suite for Education has added smart programming to their Docs application. Known as Explore in Google Docs, this system automatically recommends related topics to help students continue to learn about issues about which they are writing. Additionally, this application offers SafeSearch, Creative Commons licensed images that students may want to include in their paper.

Students needing to reference items located within their classroom’s Drive location can use Explore in Google Docs to find them. Explore can pull relevant files and open them, so the student does not have to spend time switching between applications looking for the correct data. Instead, they can spend more time working on their assignment, polishing before turning it over to the teacher for grading.

Storage and Communication

Teachers and students have access to Google Drive. This storage location allows students to share files not only with their teacher but also with each other. Fellow students can collaborate on projects before the teacher grades them. Kids also can access data created in the classroom from home without having to carry around flash drives which can be easily lost or accidentally infected with a virus.

Students and teachers use Hangouts to collaborate, ask questions, and engage in discussions about classroom topics. Teachers can set due dates for students using the Google Calendar program. Educators can also use the calendar to schedule meetings with parents and fellow teachers.

G Suite is available to all schools and educational institutions. Administrators can access the service through G Suite for Education’s website. There is no charge for educational facilities to use making it the perfect addition to all their classrooms.

CloudAlly offers special pricing for educational institutions for G Suite Backup.

Q&A: Backing Up Your G Suite Apps with CloudAlly’s G Suite Backup

G Suite Backup Recovery

Backing Up Your G Suite AppsGoogle’s G-Suite is only able to protect your data on the company’s end, meaning that if Google loses your information – say, in a disk failure – they will be able to recover it. On your end, though, if you lose data, you need third-party backup program like CloudAlly’s G Suite Backup. This limited in-built recovery in G Suite means that if you intend to adopt the program, you need to first consider how to backup Google apps. Here, we’ll answer some of your most pressing questions about backing up your G Suite Apps.


What this article is about:


Is data loss really a significant problem for companies?

According to a recent study from Dell EMC, many companies worldwide are failing to implement the necessary levels of data protection, backup, and recovery. In the past twelve months, 52% of companies faced unplanned downtime and 29% suffered from data loss.

Why does G-Suite need a third-party backup?

Here are just a few of the reasons you need to back up your G-Suite apps:

  • Ransomware (which has seen a 3,500% increase in the last few years)
  • Phishing attempts
  • Accidental deletion – in a recent survey, accidental deletions accounted for 41% of data loss on SaaS applications
  • Migration errors – in the same study, 31% of users said a migration error caused them to lose their data
  • Mistaken overwrites – another problem accounting for 26% of data loss on SaaS applications with insufficient data backup

How can I download my data from G-Suite?

Google gives users the options to export their data and download it later. Be aware, though, this option only gives you a static collection of data on the date of the export. The database compiled will not continue to be updated as users’ data is updated. You can lead your employees through the following steps:

  1. Head to Google’s “Download your data” page and sign into your Google Account.
  2. Choose the G Suite apps you want included in the download.
  3. Click on “Next.”
  4. Select the file type in which you want the archive’s information to be stored.
  5. Choose “Send download link via email” as your Delivery method.
  6. Select “Create archive.”
  7. You will then receive an email with a link to your archive. Depending on the size of the archive created, you will receive your archive length within minutes up to a few hours.
  8. If you want to access the archive, click “Download archive” and follow the instructions.

How can I restore Gmail and Drive Data?

As an administrator, you can restore lost data (except for email drafts or data from the Trash) for up to 10 users in Gmail and/or Google Drive. Be aware, though, this method of data recovery only works on data deleted within the last 25 days. Here’s how to do restore data for multiple users:

  1. Log onto your Google Admin console using your administrator account.
  2. Navigate to the “Users” page.
  3. Click the box next to all the users whose data you want to restore; you can click up to 10 users’ boxes.
  4. Click “More” on the toolbar.
  5. Click “Restore data.”
  6. Set the date range for the data you want to restore, up to 25 days.
  7. Select if you want to restore data from Drive or Gmail.
  8. Click “Restore data.”

How can I scan email traffic using data loss prevention?

If you have G Suite Enterprise, you can set predefined detectors that help support a data loss protection policy. These detectors are culled from public information. Google provides a list of predefined detectors that you can set up in your email traffic scan. Here are a few options:

  • Checksum offers computation and verification with a check digit.
  • Word or phrase list lets you match a whole phrase or part of a phrase to a word or phrase found in a dictionary.
  • Pattern match recognizes alphanumeric patterns that include range checks, valid position, and delimiters.
  • Context matches strings in relation to a checksum matching string, pattern, or both.

While these options provide solutions to certain problems with G Suite apps, they do not provide a simple, complete way to back up and restore user data. To secure G Suite, you need to use a third-party backup app: CloudAlly’s G Suite Backup.

Why do I need a third-party backup for G-Suite?

One of the biggest problems with Google apps is that users can only save deleted emails and other data for a maximum of 60 days. After that, the data is lost forever. In contrast, G Suite Backup gives you unlimited storage length – you can keep your data forever. Additionally, another drawback of G-Suite is that each user only has 30 MB of storage for all their data, including emails, photos, and files. CloudAlly’s G Suite Backup, in contrast, gives users unlimited storage.

If you are already a fan of G-Suite or intend on adopting G-Suite for your business, we aren’t asking you to reconsider. Instead, we suggest opting for the backup protection of a third-party software provider like CloudAlly. CloudAlly’s G Suite Backup provides backup and support for all G Suite apps, including often-used apps like Gmail, Calendar, and Google Drive.

What is unique about G Suite Backup?

G Suite Backup lets you recover information without overwriting any changes you may have made after the recovery time. This non-destructive recovery lets you search for time-specific data and recover it – without worrying that users will lose later drafts of the same files.

Another unique feature is that users can quickly export and access their data on an alternate device. G Suite allows for the export archived data in multiple formats, including EML, VCF and ICS, and in PST format for Outlook.

How does G Suite Backup protect data for multiple users?

For G Suite Backup to be fully functional for business use, it needs to be able to detect multiple users. And it can. CloudAlly can detect new users at your company, and from their first sign-on, can back up their data. If you would like to be in control of user management, too, CloudAlly gives you the option to manually control the addition and deletion of users.

What about pricing for G Suite Backup?

G Suite is available for $3/month per user or $30/year per user plans. If you’re curious about G Suite Backup, but want to test its functionality before purchasing, try it out first with our 15-day free trial.


Now that you know about G Suite backup recovery, you might want to have a look at what we created for you…

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