How to back up email

When using POP Protocol

If you are managing email using POP Protocol then you are most likely storing all your mail on one device - your desktop computer.

You run the risk of losing all your stored email if your computer is damaged or stolen.

In this instance, regularly backing up of your email to an external drive will reduce this risk.

Backing up an Email Client is also useful for users of the IMAP Protocol if you are regularly removing old mail from the server to avoid using up all available disk space (see the IMAP Protocol section below).

Backing up an Email Client may vary depending upon:

  • the version of the application you are using, and
  • your device's operating system.

If you have never before backed up your Email Client then we recommend you refer to the relevant user guide for your Operating System (OS) and Email Client before getting started.

When using IMAP Protocol

When you use IMAP Protocol, your email is stored in the respective Mail Box on the Mail Server.

You should periodically back up your email to avoid using up all available disk space included within your hosting account, and also to avoid becoming the victim of an irrecoverable catastrophe affecting the Mail Server.

Backing up can be done in one of two ways:

  • on the server (and subsequent download of the backup to your computer), or
  • on your computer using your favourite Email Client.

We do not recommend the first option because it requires that you:

  • sign into your hosting account control panel,
  • familiarity with using File Manager.

We recommend the second option because most users are familiar with using an Email Client.

Backing up mail from the server using an Email Client is straightforward, but you should be aware that:

  • the process involves physically moving email from the Mail Box on the Mail Server to a folder (or folders) on your Email Client;
  • next time you connect to the Mail Box on the Mail Server from any device then the email you have backed up will not be there.

Before you get started, open your Email Client.