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:

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.

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.


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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 Delete G Suite Account

This blog post is applicable to IT managers & businesses,
and not a replacement for Google G Suite assistance
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Q&A

How to Delete G Suite Account

Turnover is a natural part of doing business. Employees come and go with regularity. Businesses using Google applications to run their offices must consider what happens to those accounts once an employee is no longer part of the company. As an administrator for your business’s Google Apps account, you should delete the former employee’s service promptly to maintain licenses while keeping overhead costs down. How do you do that without losing relevant information? How to Delete G Suite Account ? The following steps will help you remove a Google apps account while maintaining sensitive data.


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Limit Former Employee Access

The first step in deleting a Google apps account consists in limiting the previous user’s access to this account. The benefit of using Google apps for your business is that employees can access it from anywhere. You must start by changing the former user’s password to prevent him or her from logging in from outside the company.

Also, any two-step security verification in place must be disabled at the time of password reset. Continuing to employ a two-step verification process can make it difficult to secure data within the account and harder for someone to take over projects associated with this account.

In a final step to limit the user’s access, you must reset all login cookies from the administrator screen. This forces any devices logged into the account to be logged out and requires the new password to be entered before accessing the account.

Back Up Important Data

Once you are confident the former employee no longer has access to the account; you need to download or backup all data within the account. Backups ensure that you lose nothing during the transition.

Put Someone in Charge of Dispersing the Data

It may take time to go through all the files, emails, and calendar sessions. Therefore, you should appoint someone as an executor of the departing employees Google apps account. This person will be responsible for determining who:

  • Accesses emails
  • Transfers ownership of any files located in the departing users Google drive account
  • Transfers ownership of the departing users Google groups
  • Accesses any shared calendars

The executor of the account should also set up a vacation autoresponder letting others know that the departing user is no longer working with the company and whom to contact instead.

Additionally, the executor will look through the departing employees account to determine which of the remaining Google services were used on behalf of your organization by the former user. The agent will then decide whom to turn access over to.

Deletion and Diversion

After approximately 90 days, or when your administrator has reassigned all emails, files, and calendar events, it is time to delete the Google apps account. It is important to remember, however, that once the apps account removal is complete, any emails sent to that account will bounce back as undeliverable. Therefore, it is essential that you plan for a diversion of these messages.

There are three different ways you can divert emails from a closed account. They include:

  • Catch all addresses – this is an email that intercepts any email sent to your domain in which a user account does not exist. A catch-all includes closed apps accounts and mistyped addresses.
  • User alias – assigns the departed users email address as an alias to a current employee. Typically, this would be the executor or someone hired to replace the former employee.
  • Google group – create a group using the same address as the recently closed account. You can assign several employees to receive notifications of messages received.

Have a Second Backup

It is important to remember that any file or email not distributed before the Google apps account entirely deletes will be lost forever. That is why it is so important to have a backup solution. Google only allows for recovery of files for up to 30 days and restoration can only go back to the original user.

This retention policy is what makes CloudAlly unique. Unlike Google’s limited recovery ability, we provide unlimited cloud storage with no expiration date. Even after you have deleted a Google apps account from your Google dashboard, the former employee’s emails, contacts, calendar events, and files remain stored on our servers for you to distribute. Your administrator can search this data and restore it to a current employee’s apps account whenever necessary… Start to backup your G Suite with a Free 14 day trial.


Now that you know how to delete a G Suite account, you might want to have a look at this datasheet we created for you…

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