Mail Archive Software

Email archiving software helps store, manage, and retrieve email messages efficiently. Handy Backup offers archiving and backup tools for various data types, including Exchange and IMAP-based web email, with flexible settings and a comprehensive toolkit for effective management. Experience the full power of Handy Backup with our 30-day free trial!

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Version 8.5.7 , built on September 10, 2024. 118 MB

E-mail Archiving Solution

Benefits of Mail Archive Software

Email archiving software offers numerous advantages for managing and protecting your email data, making it a crucial part of any effective email archiving strategy. Below are some key benefits that illustrate why using such software can be highly valuable for individuals and organizations alike:


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Quick Access to Archived Data

With email archiving software, users can swiftly locate specific archived messages by searching with parameters like the sender's name, receipt date, or email addresses. This flexibility in search options makes it easy to retrieve important emails quickly.

Preserving Important Emails

Archiving software helps ensure that valuable emails are securely saved and readily accessible for future use. Whether stored locally or through cloud archiving, these copies remain protected and easy to retrieve whenever needed.

Organizing Mail Archive Documentation

Users have the ability to reorganize archived messages (or their copies) by creating subfolders, data structures, and notes. This organization can be done without disrupting the core email functions, such as sending and receiving emails.



Why You Need an Email Archiving Solution

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Problem

I have many important emails in my Gmail account, and I'm worried about losing them if something goes wrong or if I need offline access. Manually saving and organizing these emails is too time-consuming and often results in a mess.

Solution

Handy Backup, a powerful Gmail backup solution, can address this issue by automating the email archiving process. It connects to Gmail via IMAP, retrieves the emails, and saves them in EML format. This format is widely supported and allows for easy management. Handy Backup also helps organize the EML files into structured folders and securely stores them in cloud storage. This ensures that emails are safely archived and readily accessible when needed, without the hassle of manual management.

Use Cases: Handy Backup Email Archiving Solutions

Below are brief descriptions of two common use cases for utilizing Handy Backup as email archiving software.


Email Archiving Software for Webmail Services

This example demonstrates using the Gmail web service to create an archived email copy. It utilizes the standard Email plug-in, located in the Email group, to process archiving via IMAP.

Choose the Email plug-in

Select "Email" in the New Task Wizard, and a dialog will appear for accessing archived Gmail emails.

Email Archiving Configuration Settings

This method creates a backup that, if left unencrypted, consists of multiple EML message files. The file names include the message's serial number, sender's name (email address), and the date received, allowing for easy cataloging and archiving of backup folders using standard tools and batch processes.



Two Methods for Using Handy Backup Plug-ins as Email Archiving Tools

Direct Email Archiving Service

Handy Backup transfers email archives to a different location using the EML format for storing messages. Consequently, any file-management tool can effectively serve as email archiving software, enabling you to find, select, remove, and even read archived emails from the backup.

Backup for Other Email Archiving Tools

There are many different email archiving solutions designed for small businesses and individual use, often specific to particular mail archiving servers (e.g., for archiving Yahoo email messages). Handy Backup can copy and restore datasets created by these email archiving solutions.

Who uses Handy Backup?