How to Automated Google Takeout Backup
If you have searched for this query “how to automate Google Takeout backup”, then probably the many other solutions you had to stumble upon are about “how to create a code that can automate the backup”.
However, if you don’t belong to the coding field then understanding all these solutions can be hectic.
Therefore, in this article, we will provide two solutions that can assist you in automating your Google Takeout backup in the most convenient way.
The following are the reasons for data at risk in the Gmail application:
- Due to the global access of Gmail, there is a possibility that the account might get hacked and the hackers may delete the important mails which have been saved for years.
- The unintentional deletion of the mails may happen by the user or the person to whom the access authorization has been given for some time.
- In case the account gets locked then you would not be able to access your mails and thus, your work would get hampered for a long.
- Any malware or virus may creep into your account and destroy your files.
- The unauthorized users may misuse the data in Gmail for their personal interests.
- The server might get a breakdown or inoperative due to several reasons.
The causes of data at risk can be many. It is to be noted that the data is invaluable and any loss of data can incur huge losses. Gmail is used for both personal and professional reasons. Therefore, extra care has to be taken regarding the security of the data.
Steps to Automate Google Takeout Backup
Google has an inbuilt ‘Google Takeout’ service for its free and business user. Earlier this service doesn’t offer the solution to automated Google takeout backup. However, since 2020, Google started offering a “frequency” feature that automates Google Takeout backup by creating an export every 2 months for 1 year.
The following are the steps to automate your Google Takeout backup:
1. Go to the URL ‘https://myaccount.google.com’
2. On the left pane of the page, click on ‘ Data & personalization ’.
3. Under the category ‘Download, delete or make a plan for your data’, select ‘Download your data’.
4. You will be directed to the ‘Google Takeout’ page.
5. Under ‘Create a new export’, you can choose ‘Deselect all’ and then check the mailbox. The exported data will be stored in the MBOX format. You can choose the mailboxes under ‘All Mail data included’.
6. Click on ‘Next Step’ to proceed further.
7. You may now choose the file type & size, frequency, and delivery method. In the frequency section, choose “Export every 2 months for 1 year”. This option will automate Google Takeout backup by generating a Google Takeout archiving and sending its download link to the chosen delivery location.
8. Click on the ‘Create export’ button. The export process will begin.
Once the export is completed then a link is sent on the mail to download the exported data locally for future use.
Limitations of Using Google Takeout
- The export will generate for 1 year only, after that you need to schedule to Google Takeout backup again.
- The archive link received is valid for a limited time only, one missed, you will receive another link after 2 months.
- The service allows choosing the mailbox folders but not the selection of mails.
- It takes the complete backup and does not provide the date filter to customize our search.
- It is a lengthy process in case the email files are of large size.
- Once the download process is started then any interruption in terms of power off, poor internet connectivity, etc., may lead to cancellation of download. In such a case, the download has to be started again.
- Google Takeout offers only limited attempts to download an archive after that link will expire and you need to request for archive again
- If there is a huge amount of data to be exported then it may take long hours or several days.
- The default file size is set at 2 GB. In the case of larger files the export results in splits.
Use Automated Solution For Gmail Backup
SysTools Gmail Backup Tool is a useful professional solution that automates backup. It helps to automate the backup for emails, contacts, documents, and calendars. In just a few clicks, you can generate the backup whenever required.
Though this solution doesn’t automate backup like Google Takeout on regular intervals, this tool is a great replacement to overcome all the limitations imposed by Google Takeout.
The following are the prominent features of the automated tool:
- Takes the backup of Gmail emails along with the attachments
- The Gmail emails can be exported into multiple formats like PST, MSG, MBOX, PDF, EML, etc.
- Gmail emails can be saved in PDF format with attachments inside it
- ‘Delete After Download’ option helps to clear the mails just after they have been exported
- Allows ‘Select Folders filter’ for concrete backup
- ‘Email filter’ option allows selecting the date range of particular emails to save
- ‘Incremental Backup’ is an important feature that resumes from the last backup taken
- Generates the export report at the end
- Folders structure and hierarchy is properly maintained
Final Thoughts
In this article, we have discussed the methods to automate Google Takeout backup. The need to store the Gmail emails safely in the local system is of paramount importance. Google Takeout service is beneficial but with certain limitations. Whereas automated third-party solution overcomes the limitations & provides a wide range of features to ease your task.
