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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What is your Microsoft office 365 backup policy?

Microsoft Office 365 Backup Policy

Without an email backup policy, businesses are exposed to significant liabilities. As a primary means of enterprise communication, email plays a vital role in any business, and the security challenges that go along with maintaining these communications channels are important to an overall security plan.

To be fully effective, however, an email backup policy needs to be “vibrant.” It needs to consist of a set of universal protocols, taking into account the specific needs of the business and the structure of the enterprise network.

Quick and Easy Data Access – Business Backup Solutions

One of the major principles that a business runs on is access to information. However, the quality and extent of access is ultimately important. Having real-time access to data is more valuable than having delayed access – and having a good email backup policy promotes the enhanced access that serves so many business processes.

One reason to have an email backup policy, and backup and restore services, is that the default settings of any major email provider may not allow for certain important kinds of automated retrieval. Limitations on inherent access may consist of a “days supported” disclaimer, or have to do with the speed of retrieval. A robust email backup policy goes beyond these generic limitations to offer a business more functionality and more agility.

Email Platform Limitations

Looking critically at some of these platform limitation provides an illustration of how email providers handle backups. For example, consider the 30-day period in which Microsoft maintains deleted data in Outlook, or daily backup data limits in Gmail, which is another popular way to set up business email accounts. These caveats can be important in an overall plan to serve business communications, and a sticking point if something goes wrong.

External data backup services will take any of those limitations and extend the protection of email data beyond them — securing all of the data, for any time frame that’s required.

Preparing for Outlier Scenarios

One of the biggest advantages of having an external email backup policy has to do with contingency planning. Employee turnover introduces an element of chaos to a business model. At the same time, companies need to “circle the wagons” against all manner of hackers and black hat malicious actors who seek to inject harmful malware into a system.

In these types of situations, having full backup and restore capability is vital. Any kind of limitation or gap can really hurt a business when it comes to getting over critical difficulties and maintaining operations in an emergency.

Cloudally’s business backup solutions help businesses to use Microsoft or Google, or any type of enterprise tools, in safe ways — allowing executives to have confidence that everything that they put into business communications is secure in a comprehensive backup platform. Take a look at our subscription pricing and what we offer our clients in terms of comprehensive backups for Office 365, G Suite, Salesforce information, SharePoint and OneDrive data, and much more.

Microsoft Email Backup Rentantion Policy Video:

Google Pop or IMAP Options

Google POP or IMAP Options

How to Recover Your Gmail Messages

In this edition of How to, we will discuss how to import Gmail messages into a local email application. While Gmail allows you to import other email services into your Gmail inbox, it is not as simple to work in the opposite direction. However, with the adjustment of a few settings, you can push your Gmail messages to a third-party email service.


What this article is about:


Using Gmail Forwarding to Link with Service

Businesses using G Suite automatically have access to Gmail for their users. However, many companies still use email software loaded locally on each employee’s computer hard drive. Because of this, Google has POP or IMAP options to load Gmail messages into these software titles.

Google Pop or IMAP Options

POP Settings

For Gmail to work correctly with a third-party email software such as Thunderbird or Outlook, each user must first turn on either the POP or IMAP features in their Gmail settings. To do this, start by logging into your Gmail account and selecting the settings icon in the top right-hand portion of your inbox.

  • Choose settings from the drop-down list.
  • On the configuration screen, select the Forwarding and POP/IMAP tab.

If you plan on only using one third-party external email, you may wish to use the POP settings. However, if you want to use multiple computers with external email programs, the IMAP settings are what you need to focus on.

To configure Gmail for POP service, you will need to set the POP download section of the screen.

  • If this status for pop shows is disabled, select Enable POP for all mail (even mail that has already been downloaded) or enable POP for all email that arrives from now on.
  • Under When Messages Are Accessed with POP, choose an option from the drop-down box. You can decide to keep Gmail’s copy, Mark Gmail’s copy as read, archive Gmail’s copy, or delete Gmail’s copy. Choose the option that works best for you.
  • At the bottom of the screen, click save changes.

In your local email service software, you may need to configure the Gmail account. Start by adding a new account and entering your username and password. If you receive an error message, go into the advanced settings to ensure that you correctly set the incoming and outgoing servers. You may also need to adjust the port numbers to match Gmail’s configuration.

  • Incoming server: pop.gmail.com
  • Require SSL: yes
  • Port: 995.

Outgoing settings by default are:

  • Outgoing server: gmail.com
  • Require SSL: Yes
  • Require TLS: Yes,
  • Require Authentication: Yes
  • SSL port: 465
  • TLS port: 587

Check with G Suite administrator to verify that outgoing port and server settings are correct.

IMAP Settings

To configure Gmail for IMAP service, scroll down to the IMAP settings found beneath the POP settings.

  • If this status for IMAP is disabled, choose the enable IMAP option.
  • For the setting when I mark a message in IMAP as deleted, decide between either auto-expunge that will immediately update the server or auto-expunge off that allows the user to update through the web browser.
  • Under the when a message is marked as deleted and expunged from the last visible IMAP folder option, choose between archive the message (which is the default and the only alternative when auto-expunge is on), move the message to the trash folder, or immediately delete message forever.
  • Finally, choose the folder size limits to meet your needs. You can decide not to restrict the number of messages in an IMAP folder, or you can set it to 1000, 2000, 5000, or 10,000.
  • At the bottom of the screen, click save changes.

As with the POP service, to add your Gmail account to your local email software, choose to add account and follow the prompts on the screen. If you receive a message indicating that you need to configure your account settings, use the following information:

  • incoming server:Gmail.com.
  • Require SSL: Yes.
  • Port number: 993.

For outgoing settings,

  • Outgoing server: gmail.com
  • Require SSL: Yes
  • Require TLS: Yes,
  • Require Authentication: Yes
  • SSL port: 465
  • TLS port: 587

Recovery

Recovery of Gmail messages may be necessary at some point in time. Deleted emails go to the trash folder. Restoration from the trash is easy. However, once you empty the trash bin, recovery of email is harder. Administrators may be able to restore the file. However, if it has been longer than 30 days, or the employee’s account is purged, recovery is impossible.

The use of an additional online backup does prevent email loss due to accidental deletion or employee account removal. Unlike some competitors, CloudAlly makes it very easy to restore Gmail messages to third-party email platforms. When restoring missing messages from user accounts, administrators can choose to download the files in Outlook compatible format. The user can therefore quickly integrate the downloaded data into their desktop application… Start to backup your G Suite with a Free 14 day trial.


Now that you know more about Google POP and IMAP options, you might want to have a look at this datasheet we created for you…

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How to recover Gmail/Google Apps?

Lost and found part 1: How to recover your Gmail/Google Apps email?

You have thousands of emails in your Gmail inbox, which you deleted because you didn’t want to bother sorting through them all. Sounds familiar? I’m sure it does. We get so many emails each day, sometimes it’s hard to keep up with it, so we simply erase what we think we don’t need. So lets discuss: how to recover your Gmail/Google Apps email?

One day, you are looking for an important email and you just can’t find it. Suddenly, you realize that you probably deleted it, and end up scratching your head with panic, wondering how you can recover that data!

So – don’t panic we’re here to explain how you can recover your lost emails.

First is first: Ask your self, when did you delete it? if it hasn’t been that long (no more than 30 days) follow the next steps:

Step 1: Type in the keyword, preferably a long-tail one, related to your email in the search box.

In order to find and recover lost emails, you need to know some relevant keywords related to those emails, as with the dates they were sent or received. This will help narrow down the search.

Step 2: If you don’t find the email you’re looking for, scroll down to the bottom and look for the deleted message link.

Step 3: Click on “View It” and it will show you all the messages related to your keyword in the trash

Step 4: If you’ve found the email you were looking for, make sure you move it to the inbox as Google automatically empties the trash folder, after 30 days.

All you need to do is click on the check box for the email, and then click the “Move to Inbox” button. You can also go directly to the Trash folder to search for and move emails to the inbox.

Step 5: If you still didn’t find what you’re looking for, click on the spam folder on the left-hand side of Gmail and search with the same keyword in that folder.

Step 6: If you find the email you were searching for, make sure you click on the corresponding checkbox and mark it “Not Spam” to move it back to the inbox.

Step 7: If you still can’t find the email, try looking through your custom labels, if you’ve created any. If you still can’t find it, chances are, your email was deleted by Google permanently.

If you are a Google apps user, ask your admin to recover your data. Google Apps admins can recover data from the prior 25 days.

If you took all the actions above and still can’t find that email you were looking for, then you must have deleted your email over a month ago, and them you can’t recover it, since Google automatically erases it after 30 days.

If you are using CloudAlly, then you can easily recover your deleted email, even though it was permanently erased by Google:

step 8: Recover your deleted email with CloudAlly

a. Log in to your account in CloudAlly dashboard

b. Go to the Google account you would like to restore and click on it

c. Search for the email/date you want to recover

d. Click on restore/export

c. Get your recovered email to your inbox or desktop

It’s really simple and easy to restore lost emails with CloudAlly automated backups for Google Apps. Next time, if you are using CloudAlly, you can skip all those steps, log in to CloudAlly and recover your lost data. As simple as a click.

Read more on “How to backup Google Apps” Here.

Read the second part of  how to recover Google Apps: Deleted Contacts, Calendar and Google Drive!

How to Free Up Gmail Storage

We’ve received quite a few inquiries lately regarding using CloudAlly to free up Gmail storage as users approach their Google Apps for Business or Google Apps for Education Gmail limit of 25GB. In order to free up Gmail storage, your users will need to do some Gmail housekeeping to remove old emails, attachments, trash and spam.

Of course before anyone starts the clean-up process you should first take a complete backup of all users within your Google Apps domain to either local or cloud-based storage to ensure that users can recover any important messages that might be inadvertently deleted during the clean-up process. And that’s where CloudAlly comes in… Read more

Outlook vs. Gmail – Guide

Outlook vs. Gmail

A Comparative Guide for Your Business Needs

Google and Microsoft have been ruling the email service industry for quite some time now and they have come up with a Outlook vs. Gmaillot of variant features with their own pros and cons. However, most of the businesses use them without even comparing their features and benefits. After all, why would you bother to compare and switch when you are already comfortable with the one you use? Outlook vs. Gmail what is the choice?


What this article is about:


Weighing the different features of Outlook and Gmail and their benefits would help you understand if you are on the right track or you need to shift. This article is going to help you with choosing the right email product for your business by comparing the different features of both Microsoft Outlook and Gmail.

Pricing

As a business user you need to pay $60-$120 per user per year for an extended version of Gmail along with its associated apps. You can get it at a discounted rate of $50 per user per year if you commit to a fixed number of accounts.

At the higher price point of $120/user/year, you get Vault with some exclusive additional features like retention policies, email and chat archiving, e-discovery, legal hold ability, export feature and audit.

Office365 Small Business Outlook comes at a price of $48-$96 per user per year if you don’t need the Office suite.

Offline Email Access

Accessing email is an inevitable part of our daily routine and you cannot afford to ignore this as a selection criterion for your business.

Outlook provides offline email access feature which enables you to work on your email even when the Internet is not connected. You can read and respond to your emails offline and as soon as the Internet connection gets re-established, your emails will be sent automatically.

With Gmail offline email feature, you can only access last month’s emails when there is no Internet connection. Also, you can access Gmail offline on Safari and Google Chrome browsers only. With Outlook, there is no such restriction.

Administration

If your business calendar is always filled with meetings, then Outlook should play a key role in administering it. Outlook enables you schedule resources like projectors, conference or meeting rooms by adding them as a resource to your meeting. The resource then acts like any attendee like checking the availability for meeting along with the ability to auto-respond to the meeting invite.

With Gmail, administering your meeting involves multiple processes like setting up primary and secondary calendars.

Online Apps Access

Another winning feature is that on Outlook you can view, share and edit MS Office documents using Office Web Apps which you cannot do with Gmail.

Storage Space

Storage space is highly important for any business and a critical factor to choose your email product.

Outlook provides free unlimited storage, which means your storage capacity grows with your inbox. You can attach any file up to 100 MB and if you link your file to OneDrive, you can attach files up to 300 MB.

Gmail comes with 15 GB of free storage and if you integrate your mail with Google Drive, you can email files up to 10 GB.

Security

Well, undoubtedly security is a major concern for any business and Outlook and Gmail both emphasize on the same.

Gmail and Outlook both offer two-factor authentication where the users need to enter a code sent to their mobile devices to validate access to their account. It is important to use it for any online account so that you don’t get hacked.

You can also go in for end-to-end data encryption to make your email more secure. While Gmail offers third party support to enable this, Outlooks lacks this feature.

Although, Gmail and Outlook both focus on ensuring a strong check on SPAM control, but one of the good features Outlook has is its ability to handle newsletter messages.  Outlook automatically adds an unsubscribe button to them even if the email doesn’t include it on its own.

As you have seen both Gmail and Outlook have their own pros and cons and what suits your company best solely depends on your requirement. Although, there are more features to compare but as a business you should look at these major parameters while choosing an email product for you. For example, if you are considering Microsoft Outlook, you should also look into Office 365 (which is online, like gmail). You might want to compare Gmail capabilities (Google Apps)  to office 365, and read about Office 365 vs Google Apps, pros and cons.

It is not just about selecting the right email product but rather about making sure your email data is safe, secure and backed up properly so that you don’t lose it when you need it the most. Most businesses are only concerned about backing up their hard drive data and not emails (or backing up their online data in general). In fact they are not even aware that it’s MUST.  It’s a common misconception and source of confusion for many SaaS users. Microsoft , just like Google and others has built in redundancy and backups in all of their data centers, but there backups are for internal data center recovery only, and not available to customers for restoring their data in the event of accident or malicious data loss. Once data is automatically or manually purged from the recycle bin the data is lost forever. Interesting, right? If you want to learn more about it, read our special overview  “Why backup online data”… Otherwise, make use of a Free 14 day trial.


Now that you know the differences between Outlook and Gmail, you might want to have a look at this datasheet we created for you…

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