If you use Google Apps for business, then Gmail may be an important part of your everyday activities. Your Gmail inbox can include communications from your coworkers, employees, superiors and even business associates from around the world. Gmail is convenient because you can access it from multiple locations and all your company’s employees can access email from the same interface, even if you use POP or IMAP to route messages from your company’s domain name to your Gmail account.
It’s a good idea to get to know the features and limitations of Gmail, especially if you use Google’s server space as your sole method to backup your emails. For instance, Gmail does allow you to restore Gmail emails that you have deleted that currently reside in your trash folder, which can help you to save effort and face if you accidentally delete messages, but sometimes data becomes permanently lost to you. Knowing what situations cause this can help you to prevent data- and message-loss that can have a high cost.
- Gmail backup – Free application to backup restore Gmail messages
- Mailstore home – Easy to use Email backup Software
Prevent Gmail data loss by knowing it’s limitations and Features
30-Day Trash Limit
According to Google, messages can only remain in your trash box for up to 30 days after you have added them. Thus, if you think you may need to restore Gmail messages, you should keep the messages in your inbox rather than moving them to your trash folder.
Permanently Deleted Email
Once you click the button to permanently empty your trash folder, the data that was in it becomes lost forever. Google itself will not be able to retrieve this information for you. Take care not to accidentally click this button if there is any data that you might want to keep in your trash folder.
Archive, Don’t Delete
Prior to Gmail, users like yourself didn’t have many options besides simply saving emails that you might need sometime in the future or deleting them. However, Google has included the ability to archive messages and data with their mail service. This will remove messages from your inbox without placing them in your trash folder. Archiving messages is a great way to keep them but also keep them out of the way, if you’re not sure if you might need to use that data again. You can still search through the messages with Gmail’s search feature.
Remember to Back Up Your Data
A recent study on google apps data loss by Backupify evaluated the reasons why businesses lose data and found that 63% of occurrences are due to user error. While Gmail itself does make it easier to retrieve deleted messages than many services or programs, you might want to consider other alternatives. For example, one of the Google Apps for business users is a vault service that allows you to create a data backup from Google services like chat and mail to make it easier to organize and find data during times of litigation. Third-party programs like Backupify help you to back up one or more Gmail accounts and save that data to a separate, secure online archive. When the information is important, backing up is also important. Also read, Gmail apps FAQ’s
Bonus tip: Do enable Gmail 2 step authentication to ensure safety of your account. You can find details here.
Accidents do happen, even if you’re comfortable using Gmail. It’s good to be prepared for potential viruses, user errors, glitches or unauthorized access to your Gmail, all of which can result in permanent data loss. Being able to recover that information with a few clicks certainly brings peace of mind.