7 Best email backup software to keep your data safe

Madalina Dinita
by Madalina Dinita
Managing Editor
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  • Backing up your emails is a very reliable way to ensure you don’t lose any important information.
  • We list here some of the best tools to backup not only your emails but most of your important data.
  • For more email client-related guides and recommendations, see our Email Software section
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free and paid email backup software

Ever emptied your trash bin only to realize some months later that you deleted an email with important information that you urgently need?

Well, it happened to me – and the most frustrating part, Google could not retrieve the email. And that’s when I came to realize the importance of having an email backup software. You can hardly tell how long Google keeps your deleted emails on their server.

Some speculate no more than 30 days, others no more than 90 days and the majority don’t even have an inkling. This is why it’s recommended to have an email backup software so as to be on the safe side.

An email backup software has all you need to suit your backup needs, and they are incredibly easy to use. In this article, we will highlight 5 of the best free and paid utilities to handle your email backups.



Which are the best free and paid email backup software?

systools gmail backup screenshotSystools Email Backup is a powerful software to backup and keeps safe your emails. We recommend this tool, especially for the users of Gmail and Hotmail as the developers focused on these mailboxes (the most popular, in fact).

You will be able to save on your PC not only the emails from your mailbox but also all the contacts, calendar, and documents. If you want to export the emails in Outlook, the tool will help you convert them into an Outlook format. MS Outlook installation is not mandatory for Gmail data backup,

Using the Gmail Backup Software, you can save Gmail backup data on your desired on-premise place or filter emails to download only required Gmail messages of a fixed time-interval.

The tool comes in bundle offers, separately for Gmail, Outlook, and even email server. You can also find a free version for the basic Gmail tool to download and test on your PC.

Get now SysTools Gmail Backup (free version available)

Get now SysTools AOL+GMAIL+Hotmail Backup

Get SysTools Email Backup&Email Recovery bundle (lifetime license)


handy mail backup windows 10

Handy Backup provides several backup types so you can use them for different purposes. You can always back up a file, folder, or anything you would like to back up without having to back up the entire system.

It’s a great tool for those of you, folks, who want to archive/backup emails. You can secure your backups with passwords and 128-bit encryption.

Also, you can store your backed up files on any storage, including local drives, external and network disks, FTP servers, commercial clouds (e.g. Amazon S3, Dropbox, Google Drive or OneDrive), as well as S3- or WebDAV-driven private and public cloud services.

With Handy Backup, you can save emails from any server just in a few clicks. The tool provides easy access for mail backup from almost any Web or local service and simplifying message export, import, or migration between email services.

It supports the most popular email clients, among them Outlook, Thunderbird, or Yahoo! Mail.

Handy Backup

Handy Backup

Use this most versatile backup tool to secure all your files, folders, contacts, and more on any storage of your choice.

get mailstore backup tool

Mailstore Home lets you backup all your email messages from multiple email accounts into one secure and searchable archive.

With Mailstore Home, you can backup all your email messages into one central archive even if they are distributed across different mailboxes, programs, or computers. You can do this either on a USB drive as a portable option or on PC.

You can import and manage emails from Outlook, Gmail, Mozilla Thunderbird, any POP mailboxes and many other online accounts.

Mailstore Home does not back up your account contacts or settings, although you can recover that from the email messages. It enables you to backup from Microsoft Outlook, Microsoft Exchange Server, Windows Mail, Outlook Express, any POP3 and IMAP account, Webmailer, Mozilla Seamonkey, and from imported archive files.

It also has a lightning-fast search option that allows you to retrieve an email within a snap of a finger. You can even reply to messages directly from Mailstore.

Download Mailstore


KLS Mail Backup is a reliable email backup solution and has support for most of the popular email clients. Besides emails, it also offers backup support for some of the popular internet programs.

KLS backup uses the common zip files to archive messages, making it easy for you to access the backups. Each step of the backup and retrieval processes employs wizard-like dialogue boxes that make the process seamless and intuitive.

KLS Mail Backup allows you to backup and to restore your Outlook Express, Windows Mail, Thunderbird, and Firefox profile files.

Backup for popular internet programs such as Opera, Internet Explorer profiles, IncrediMail profiles, The Bat profiles, and more are also offered.

However, KLS Mail does not backup IMAP or POP accounts so you cannot use it to back up webmail accounts like Gmail directly.

Get KLS Mail Backup 

best file backup

With UpSafe, you get full backup history and scheduled backups, plus additional features for free.

Some of the key services you get from UpSafe include:

  • Full backup history
  • Data encryption
  • Full office 365 backup
  • Email notifications
  • Scheduled and manual backups
  • Backup to cloud storage of your choice
  • Backup of Gmail, calendar, drive, contacts, and sites

The service can be very useful especially when you have run out of your Google storage quota or when you need an email you deleted for over 30 days ago (Google keeps deleted messages in the trash bin for up to 30days).

With UpSafe, you can never lose an important email even when you have deleted them from your trash box.

Download UpSafe Gmail Backup 

get gmvault backup tool

Gmvault is a free, cross-platform, lightweight, and feature-rich utility for backing up all your Gmail accounts.

Once installed, it runs in a command-line interface so you will first need to learn how to use it.

You can use it to backup all your emails to your computer and use a quick sync mode to update the backup library with recent emails. Use the search parameter to back up only selected emails as well as encrypt the email you back up.

Gmvault is strictly for email, which means it won’t back up your calendar or other Google apps information. Though it doesn’t have a GUI, you’ll need only a couple of commands, like Sync for backing up and Restore for retrieving the email messages back to Gmail. Gmvault is a perfect backup email solution and users and experts have written very positive reviews about the software.

Download Gmvault


Renowned for its extensive Google account backup, Spinbackup will backup your emails, contacts, calendar, Picasa, Google Drive, and local files. Backup bandwidth is unlimited.

However, for the free version, you get up to 5GB of storage space and up to 1GB of download data bandwidth for one single account. For the paid version you get 120GB of cloud storage and you can download up to 120GB of data per month.

The paid package also allows you to backup up to 5 Google accounts. Spinbackup has a 2- step verification process, which adds an extra layer of security to your data. It employs top-end 256-bit AES encryption for enhanced data security during electronic transmission. Therefore, even if someone has your password, the system will still keep them out.

Download Spinbackup

Backing up your emails is a very reliable way to ensure you don’t lose any important information. Corporations prioritize data security and some of the measures they put in place among others include data backup.

So, no matter what web-based service you use, you should consider backing up your email accounts. The above-mentioned email backup software programs are affordable, feature-rich, and very reliable solutions so you should consider trying them out.

Editor’s Note: This post was originally published in December 2016 and was updated and revamped in July 2020 for freshness, accuracy and comprehensiveness.