How To Backup Gmail to Another Account

Gmail is linked with Google Chrome - the number 1 web browser/website - and Android. That said, there is a high chance you are using Gmail to communicate with employers, business partners, students, or teachers. If something goes wrong, backing up your Gmail to another account can be a lifesaver.

This article will teach you different ways to back up Gmail to another account. Furthermore, you will learn about some of the best Gmail backup practices.

Method 1: Backup Gmail Emails to Another Account Using POP/IMAP Gmail Settings

You can use Gmail settings to help you transfer emails from one account to another. For example, you can enable IMAP on one Gmail account and import Gmail emails into another. The following are the detailed steps for backing up Gmail emails to another account using POP/IMAP settings:

  • Step 1. Go to Settings in your main Gmail account and select Forwarding and POP/IMAP.
    select forwarding and pop/imap
  • Step 2. In the POP Download section, click Enable POP for all mail, and also make sure that "keep Gmail's copy in the Inbox" is selected in the second point: When messages are accessed with POP.
    set up the pop download section
  • Step 3. Once finished, click the Save Changes Now, sign in to the Gmail account set up to back up the primary email account. Again, you must go to Settings and select Accounts and Import.
    select the accounts and import button
  • Step 4. Go to Check mail using POP3 and click the Add POP3 email account button.
    add pop3 email account
  • Step 5. You'll see a box where you can enter your email address. Fill in your primary Gmail address here and click Next step.
    fill in your primary gmail address
  • Step 6. Enter your primary Gmail username and password. Gmail detects the other settings automatically so that you can leave them alone. Yes, you could label or archive the incoming messages, but since this account will only be used for backup, these options are unnecessary.
    enter your primary gmail account
  • Step 7. Click Finish after adding an account. Note that you mustn't check the box that says "Yes, I want to be able to send mail as...". Again, this is because this account will be only used to back up the primary Gmail account.
    finish backup gmail to another account

Done! Following the steps above, all emails sent to your original email address will be automatically forwarded to this new email account.

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Method 2: Connecting Old Gmail Account With New Gmail Account

Linking an old Gmail account with a new account is another method for moving emails from one Gmail account to another. The specific steps are as follows:

  • Step 1. Sign into your Gmail account, then click See All Settings > Accounts and Import > Add a Mail Account.
  • Step 2. Enter the email address from which you want to transfer your emails and press the Next button.
  • Step 3. Press the "Import Emails From My Other Account (POP3)" option and click Next. Select as the POP Server and set the port to 995.
    set up the pop server
  • Step 4. Select "Leave a Copy..." and then check the box next to Always Uses a Secure Connection (SSL). Then, click Add Account, followed by Yes.
    connect old gmail with new gmail

You will now see a few prompts that you must configure yourself, and once completed, all emails from the original Gmail account will be routed to this account.

Method 3: Using a Desktop Email Client (Outlook)

Suppose you don't like both methods provided by Google. You can use third-party apps instead. It's a great choice if you are using a desktop email client like Microsoft Outlook, as it streamlines your workflow.

Microsoft Outlook is an email client software application that can back up Gmail emails to another account. It is commonly used to manage email, calendar appointments, tasks, and contacts. With Outlook, you can easily add your Gmail account and create a backup of your Gmail emails by dragging them to a new folder in your Outlook account.

To backup Gmail to another account using Microsoft Outlook, you can follow these steps:

Before connecting your Gmail account to Outlook, you must first prepare your Gmail account by enabling 2-step verification and then creating an app password that Outlook will use with your Gmail address to make the connection.

When you finish this step, Outlook will display your existing Gmail messages. Outlook lets you receive, read, and send new messages from your Gmail account. You can also use your Gmail account as usual by visiting the Gmail website.

  • Step 1. Launch the Outlook application (such as Outlook 2013 or 2016). Then, in the left corner, click the File button.
    click the file button
  • Step 2. Select Add Account.
    select add gmail account
  • Step 3. Enter your name, Gmail address, and Gmail password (or the app password) on the Auto Account Setup page, then click Next.
    details on auto account setup

Note: If the configuration process does not complete, and you are instead prompted to enter your username and password for the server, select Cancel and re-enter your app password in case the first one was incorrect.

  • Step 4. Finally, click Finish. Outlook integrates with your Gmail account. The email from your Gmail account will appear in Outlook.
    outlook integrates with the gmail account

Best Practices for Gmail Backup

It's wise to learn the best backup practices to ensure that your Gmail data is always recoverable or that you are well-protected against data loss. Here are some tips to remember.

  • Regularly backup your Gmail to secure important data in case of accidental deletion, hacking, or other unforeseen events. It ensures you can restore your important emails, contacts, and other data in case of data loss or corruption.
  • When selecting a Gmail backup tool or service, choose a secure backup account. Use a unique and strong password, enable two-factor authentication, and ensure your backup account is not linked to your primary email account.
  • Test your backups regularly to ensure that they are working correctly. You can do this by restoring your backup data to a separate account and checking whether all the data has been restored correctly.
  • Ensure you regularly manage your backup account, delete unnecessary backups, and free up storage space. It will help you save on storage costs and ensure sufficient space to back up new data.
  • Regularly check your backup settings to ensure your data is backed up correctly. Ensure you have selected the correct folders, labels, and data types for backup.

Why It Is Needed to Backup Gmail to Another Account

Different scenarios could cause data loss in Gmail. You may accidentally delete an important email or even an entire mailbox. Or you could become a victim of hacking or cyber-attacks.

Also, you can't discount the possibility of account suspension. Knowingly or unknowingly, you may violate Google's terms of service. It triggers an account suspension. And when that happens, you will lose access to your emails.

From that, we can see the benefits of backing up your Gmail to another account. First, it ensures your data is recoverable in case of data loss. Also, it gives you easy access to emails. By backing up your Gmail in another account, you can access your emails from anywhere, even if you do not have access to your Gmail account.

Bonus benefits include easier migration and increased Gmail storage space. Gmail provides limited storage space, and once you reach your limit, you may not be able to receive new emails. By backing up your emails to another account, you can free up space in your Gmail account and continue to receive new emails.

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Backing up your Gmail to another account is a simple process that can help you protect your important emails and data. You can use several methods to back up your Gmail to another account, including using Google's built-in tools, email clients, or manual methods like forwarding emails.

The method you choose will depend on your specific needs. If you want to back up your entire Gmail account, including emails, contacts, and settings, using Outlook is a good option. If you only want to back up specific emails or folders, you can use the "Forwarding and POP/IMAP" settings to automatically send them to another email account.

Regardless of your chosen method, it's always a good idea to regularly back up your Gmail account to ensure you don't lose any important data in unforeseen events.