How to Backup Your Emails

Protect your important emails! Learn how to keep your own copy of your mail so you never lose critical messages.

Why Backup Your Emails?

• 🛡️ Protection: Against accidental deletion
• 💼 Legal: Keep records for compliance
• 📊 Archive: Free up space in your mailbox
• 🔄 Migration: Easy to move to new provider
• 💾 Peace of mind: You keep your own copy

What to Backup

Essential:

• ✅ Inbox emails
• ✅ Sent emails
• ✅ Important folders
• ✅ Contacts you keep in your mail app

Optional:

• 📧 Drafts
• 🗑️ Trash (usually not needed)
• ⚠️ Spam (usually not needed)
• 📅 Calendar (separate backup)

Backup Methods

Method 1: Email Client Export (Easiest)

Best for: Most users

Tools: Outlook, Thunderbird, Apple Mail

Method 2: IMAP Download

Best for: Complete backup

Tools: Any IMAP email client

Both methods work by connecting a mail app on your computer to your mailbox over IMAP and saving the mail locally. The step-by-step guides below cover Thunderbird, Outlook and Apple Mail.

Method 1: Using Thunderbird (Recommended)

Why Thunderbird?

• Free and open-source
• Works on all platforms
• Easy backup/restore
• Preserves everything

Step 1: Install Thunderbird

1. Download from thunderbird.net
2. Install on your computer
3. Open Thunderbird

Step 2: Add Your Email Account

1. File → New → Existing Mail Account
2. Enter your AtrioMail email and password
3. Choose IMAP
4. Manual config if needed:
   • Server: mail.atriomail.com
   • IMAP: port 993, SSL/TLS
   • SMTP: port 587, STARTTLS
5. Wait for all emails to sync

Step 3: Create Local Folders

1. Right-click "Local Folders" in sidebar
2. Select "New Folder"
3. Name it "Email Backup [Date]"

Step 4: Copy Emails to Local Folders

1. Select folder in your email account
2. Press Ctrl+A (select all emails)
3. Right-click → Copy To → Local Folders → Backup folder
4. Repeat for each folder you want to backup
5. Wait for copy to complete

Step 5: Export Backup File

1. Tools → Export
2. Choose "Mail" or "Complete backup"
3. Select destination folder
4. Click Export
5. Save the .zip or .mbox file

Method 2: Using Outlook (Windows/Mac)

Export to PST File (Windows):

1. File → Open & Export → Import/Export
2. Choose "Export to a file"
3. Select "Outlook Data File (.pst)"
4. Select folders to export
5. Choose save location
6. Click Finish

Export to OLM File (Mac):

1. Tools → Export
2. Select items to export
3. Choose save location
4. Click Export

Method 3: Using Apple Mail (Mac)

Export Mailboxes:

1. Select mailbox in sidebar
2. Mailbox → Export Mailbox
3. Choose save location
4. Click Choose
5. Repeat for each mailbox

Backup Contacts

If you keep contacts in a mail app, export them from that app:

• Thunderbird: Tools → Export → Contacts
• Outlook: File → Open & Export → Import/Export → Export to file
• Apple Mail: Contacts app → File → Export

Where to Store Backups

Local Storage:

• 💻 Computer: Quick access, but vulnerable to hardware failure
• 💾 External hard drive: Safe, offline storage
• 📀 USB drive: Portable, easy to store offsite

Cloud Storage:

• ☁️ Google Drive
• ☁️ Dropbox
• ☁️ OneDrive
• ☁️ iCloud

Each of these offers some free storage; check the provider's current plans.

Best Practice: 3-2-1 Rule

• 3 copies of your data
• 2 different storage types
• 1 copy offsite

Backup Schedule

How Often to Backup:

• Critical business: Weekly
• Regular business: Monthly
• Personal: Quarterly
• Before major changes: Always!

Automated Backup:

1. Set calendar reminder
2. Use backup software with scheduling
3. Or use your email client's own backup or archive feature, if it has one

Restore from Backup

Using Thunderbird:

1. Tools → Import
2. Choose "Mail" or "Everything"
3. Select backup file
4. Click Open
5. Emails restored to Local Folders

Using Outlook:

1. File → Open & Export → Open Outlook Data File
2. Browse to .pst file
3. Click OK
4. Drag emails to your mailbox

Using Apple Mail:

1. File → Import Mailboxes
2. Choose "Apple Mail"
3. Select backup folder
4. Click Choose

Backup File Formats

Common Formats:

• .pst: Outlook (Windows)
• .olm: Outlook (Mac)
• .mbox: Thunderbird, Apple Mail
• .eml: Individual emails
• .msg: Outlook individual emails

Which Format to Use:

• For archiving: .mbox (universal)
• For Outlook users: .pst or .olm
• For individual emails: .eml

Backup Best Practices

• ✅ Backup regularly (set schedule)
• ✅ Test restores periodically
• ✅ Keep multiple backup versions
• ✅ Store backups in multiple locations
• ✅ Label backups with dates
• ✅ Encrypt sensitive backups
• ✅ Delete old backups you no longer need, in line with your own retention rules
• ❌ Don't rely on single backup
• ❌ Don't store only on same device

Legal & Compliance Considerations

Business Email Retention:

• Check your industry regulations
• Some require several years of retention
• Legal holds may require indefinite storage
• Consult with legal team

Data Privacy:

• GDPR: Right to be forgotten
• Encrypt backups with personal data
• Secure storage location
• Document your backup procedures

Troubleshooting Backup Issues

Backup Taking Too Long:

• Backup in smaller batches
• Exclude large attachments
• Do overnight

Backup File Too Large:

• Split into multiple files
• Compress with ZIP
• Delete unnecessary emails first

Can't Restore Backup:

• Check file format compatibility
• Try different email client
• Use backup conversion tool

Need Help?

Questions about email backup? Contact support through the live chat in the control panel.