Print, Design & Websites

Posted: May 2, 2017   •   Posted in: Marketing Tips, Website Design

How do I take an email backup?

Backing up your data is always a good idea. While we regularly backup files and folders that are stored on a PC, often our emails get forgotten about. With thousands of important messages being sent every year, it’s surely something you should think about doing.


This is even more important for people using a POP email account, where emails are downloaded to your PC, Mac, tablet or phone, and then deleted from the email server completely. The message is then only stored on the device it was downloaded to. If this device malfunctions, you will lose all your emails.

Don’t panic! There are ways to ensure you’re backed up should the worst occur.

  • Time Machine – On a Mac, Time Machine can be set up to regularly make a copy of every file on your computer automatically, including email files. These copies can then be stored on an external storage device, such as a hard drive or a server, which can be restored easily. The Time Machine app is distributed with all Mac operation systems.
  • Carbon Copy Cloner – Another backup app for Mac computers, Carbon Copy Cloner is marketed as your virtual ‘undo’ button. If your hard drive fails, Carbon Copy Cloner allows you to boot from your backup without the need to immediately buy a new hard drive.
  • CrashPlan – If you’re really concerned about protecting all your files, and we really would recommend regularly backing up all your files, CrashPlan may be a good option. With a range of plans, including a free option that backs up to local hard drives or computers, CrashPlan is a great way of backing up your music, photos and documents, as well as emails. They also boast unlimited online backup and military-grade security so you really are secure.
  • Windows Backup – For Windows users, one of the best options is Microsoft’s own backup utility. Simply type ‘Backup and restore’ into the search bar, click ‘set up backup’, choose an external source to back up too and you’re away. Any emails that are stored on the computer will be backed up.

IMAP and Exchange

It’s worth noting that the above backups only work when the message has been downloaded to your machine. When running an IMAP or exchange server only the most recent emails will be stored on your system, with text only versions of earlier messages also being stored.

These email protocols don’t have the same need to be manually backed up though, as the server is backed up by the hosting provider. While messages that are deleted by the user cannot be restored, your messages are safe in the event of a server malfunction. The other main advantage of IMAP and exchange accounts is that they can be synced across multiple devices, with other actions such as flagging emails also being synced. This is great if you wish to view emails on a computer and a smartphone for example. Exchange accounts can also sync calendars across all your devices.

How can Kall Kwik help?

We offer a range of email hosting options and can guide you through what the best solution for you would be. We offer email hosting from £30 per year, where you receive as many inboxes as you like (up to 1GB).

Alternatively, if you host your website with us you can host your emails here too which includes the cost of hosting your emails.

We can also provide an email virus scanning service from £25/server/year.

To find out more, please contact our web team on 01284 752266, or email [email protected].