Gmail Backup Process for Windows
Launch the SysTools Gmail Backup software on your Windows machine. The initial screen will appear as shown below.
Here's a simple and secure way to back up your Gmail data, including emails, contacts, calendars, and documents, with the help of the SysTools Gmail Backup software.
Launch the SysTools Gmail Backup software on your Windows machine. The initial screen will appear as shown below.
In the Setup screen, select Gmail as the source platform and choose PST as the target backup format.
Under Workload Selection, check the boxes for the data categories you wish to back up. You can select all workloads or choose them individually.
Select All Categories:
Select Email Only:
Select Documents Only:
Select Contacts Only:
Select Calendar Only:
Optionally, apply a Date Filter to back up data from a specific date range.
You can also enable Delete after download to remove items from the server after the backup is complete.
Navigate to the Source screen and click Sign in with Gmail to begin the authentication process.
Click the Sign in button to proceed.
A new User Consent Window appears on the screen. Scroll to the bottom and click the Move To Permissions Grant Page button.
A browser window will launch, redirecting you to Google's sign-in page. The tool automatically fetches the Gmail address. Press Next.
Note: If you don't see any window enable the show Popup option in your browser. Here are the steps to enable it most popular browsers.
Enter your password. Press Next.
If you have 2-Step Verification enabled, you will be prompted to verify your identity.
Grant the necessary permissions to the application by marking the checkboxes and clicking Continue.
Ensure all required permissions are checked.
Click Continue to proceed.
You will see a confirmation that the authorization was successful.
Once authorization is successful, the permissions will be validated within the tool.
In the Destination screen, click Browse to select a folder for your PST file.
You can also set the PST file size to split large backups into smaller, more manageable files.
Click Validate to confirm the destination settings.
Once validated, the path will be confirmed. Press Next.
Click Fetch Workload Folders to load all folders from your Gmail account.
A confirmation prompt will appear. Click Continue to proceed.
After folders are fetched, you can select the specific ones you want to include in the backup. Each workload will be in its own specific tab.
Emails:
Documents:
Contacts:
Calendars:
Click Start Backup to begin the process.
Confirm that you wish to start the backup. This screen also shows your license usage. If the available license count is zero, you will need to procure more.
An alert will confirm that the backup has started. Click OK.
The tool will display the real-time progress of the backup.
You can click Stop Backup at any time to interrupt the process.
If you choose to stop, a confirmation prompt will appear.
The application will show that the backup process was stopped by the user.
The dashboard status icon for the interrupted workload will change to a red circle with a square in the middle.
Upon completion, all the workloads tiles have a Green tick next to them.
After a successful backup, you have several options for the next action.
Retry Failed Items: Use this if the first backup run completes with missing or faulty data. The list will be empty if all items were backed up correctly.
Re-run Full Backup: Performs the entire backup again. This is useful when the first run encounters a major issue.
Delta Backup: Use this to back up only the new items that arrived in the mailbox during or after the start of the first backup run.
Delete backed up items: This option is only available when backing up to the PST format. Click Start to begin the deletion process.
A second pop-up appears. You must type "Delete" exactly as shown (capital D, lowercase letters) to confirm.
Press the Delete button. Only proceed if you have verified that the backup is sufficient and correct. Only items that have been backed up will be deleted; all other data in your account will remain intact.
The license quota page reappears. Click on Start.
The tool confirms the deletion request.
After deletion, the dashboard tiles will show a red icon with a cross next to it.
You can also download a Backup Summary Report or a Detailed Report in CSV format.
You will be prompted to save the summary report file.
This is an example of the summary report.
You can also download the detailed report.
This is an example of the detailed report.
Revoke Application Permissions from Google Account
Login to any Google Web app (Search, Gmail, Drive, etc).
Tap on your Profile icon and select the "Manage your Google Account" option.
On the Google Account Page, switch to the Security tab.
Scroll down till you see "Your connections to third-party apps & services".
Click on the SysTools Gmail Backup tool. If you dont see the SysTools Gmail Backup tool, click on "+# more" to get the full list.
Then, scroll and find or use the search bar to locate the SysTools Gmail Backup tool and click on it.
(Note, you can arrive here directly by logging into the https://myaccount.google.com/connections page)
On the SysTools Gmail Backup page, scroll down and click "Delete all connections you have with SysTools Gmail Backup."
Click on Confirm
In the Setup screen, select Gmail as the source platform and choose MBOX as the target backup format.
For MBOX format, the workload is automatically set to Email.
You can apply a Date Filter for a specific date range backup.
You can also enable Delete after download to remove items from the server post-backup.
Navigate to the Source screen and click Sign in with Gmail to begin the authentication process.
Click the Sign in button to proceed.
A new User Consent Window appears. Scroll down and click the Move To Permissions Grant Page button.
You will be redirected to Google's sign-in page. The tool auto-fills the email address. Press Next.
Note: If you don't see any window enable the show Popup option in your browser. Here are the steps to enable it most popular browsers.
Enter your password
Complete 2-Step Verification if enabled.
Grant the necessary permissions to the application and click Continue.
Click Continue to proceed.
A confirmation message will show that authorization was successful.
The granted permissions for email will be validated within the tool.
In the Destination screen, click Browse to select a folder for your MBOX file.
Click Validate to confirm the path.
The destination path will be validated.
Click Fetch Workload Folders to load email folders from your account.
Select the email folders to back up.
After selecting folders, click OK.
Click Start Backup to begin.
A confirmation prompt will appear. Click Continue.
Monitor the backup progress in the real-time dashboard.
You can click Stop Backup at any time.
If you choose to stop, a confirmation prompt will appear.
The application will show that the backup process was stopped by the user.
The dashboard status will show a red circle with a square in the middle.
When the backup is fully complete, the dashboard will show a green tick.
After a successful backup, you have several options for the next action.
Retry Failed Items: Use this if the first backup run completes with missing or faulty data.
Re-run Full Backup: Performs the entire backup again.
Delta Backup: Use this to back up only new items.
Delete backed up items: This option allows you to remove the data you just backed up from your Google account.
You can also download a Backup Summary Report or a Detailed Report in CSV format.
You will be prompted to save the summary report file.
This is an example of the summary report.
You can also download the detailed report.
This is an example of the detailed report.
Revoke Application Permissions from Google Account
Login to any Google Web app (Search, Gmail, Drive, etc).
Tap on your Profile icon and select the "Manage your Google Account" option.
On the Google Account Page, switch to the Security tab.
Scroll down till you see "Your connections to third-party apps & services".
Click on the SysTools Gmail Backup tool. If you dont see the SysTools Gmail Backup tool, click on "+# more" to get the full list.
Then, scroll and find or use the search bar to locate the SysTools Gmail Backup tool and click on it.
(Note, you can arrive here directly by logging into the https://myaccount.google.com/connections page)
On the SysTools Gmail Backup page, scroll down and click "Delete all connections you have with SysTools Gmail Backup."
Click on Confirm
In the Setup screen, select Gmail as the source platform and choose File System as the target backup format. This format saves items as individual files:
Under Workload Selection, check the boxes for the data categories you wish to back up. You can select each workload option individually.
Select Email:
Select Contacts:
Select Calendar:
Select Documents:
Optionally, apply a Date Filter to back up data from a specific date range.
You can also enable Delete after download to remove items from the server post-backup.
Navigate to the Source screen and click Sign in with Gmail to begin the authentication process.
Click the Sign in button to proceed.
A new User Consent Window appears. Scroll down and click Move To Permissions Grant Page.
A browser window will launch for Google sign-in. Press Next.
Note: If you don't see any window enable the show Popup option in your browser. Here are the steps to enable it most popular browsers.
Enter your password.
Verify your identity if prompted.
Grant the necessary permissions to the application and click Continue.
A confirmation page will show that authorization was successful.
Once authorized, the permissions will be validated in the tool.
In the Destination screen, click Browse to select a folder path for your backup files.
You can also set a Naming Convention for the exported files.
Click Validate once done.
Click Fetch Workload Folders to load all folders from your Gmail account.
Once the fetch is complete, Click OK. Now you can select specific folders for each category.
Select Email Folders:
Choose specific email folders to back up.
Select Document Folders:
Choose specific document folders to back up.
Select Contact Folders:
Choose specific contact groups to back up.
Select Calendar Folders:
Click Start Backup to begin the process.
The tool will show a real-time dashboard of the backup progress.
It is possible to stop the backup midway. Click on the Stop button at the top right corner.
Confirm that you want to stop the process.
The tool stops the backup.
If you stop the backup, the status icon of the workload changes to a red circle with a square in the middle.
Once the backup is complete, a confirmation screen will appear. A green tick indicates a successful, error-free backup. A red tick also indicates completion but with errors.
You have four different post-backup options:
Retry Failed Items: Use this option if the first backup run completes with missing or faulty data.
Re-run Full Backup: This performs the entire backup again.
Delta Backup: Use this to back up only the new items that arrived since the last backup.
Delete backed up items: This option allows you to remove the data you just backed up from your Google account.
You can download a Backup Summary Report or a Detailed Report for your records.
Save Summary Report
This is a view of the backup summary report.
Downloading the detailed report requires a few more steps. First, select the user(s) and click on Download.
Download the newly generated detailed report.
Save the newly downloaded detailed report.
The detailed report is in ZIP format, so you will need to extract it.
This is a view of the detailed report. Open the workload-wise CSV to see its content.
Navigate to the destination folder to view your backed-up data, organized by category.
Main Backup Folder:
Data will be organized by folder as it was in your account.
Email Data (EML files):
Contact Data (VCF files):
Calendar Data (ICS files):
Document Data (Native formats):
Revoke Application Permissions from Google Account
Login to any Google Web app (Search, Gmail, Drive, etc).
Tap on your Profile icon and select the "Manage your Google Account" option.
On the Google Account Page, switch to the Security tab.
Scroll down till you see "Your connections to third-party apps & services".
Click on the SysTools Gmail Backup tool. If you dont see the SysTools Gmail Backup tool, click on "+# more" to get the full list.
Then, scroll and find or use the search bar to locate the SysTools Gmail Backup tool and click on it.
(Note, you can arrive here directly by logging into the https://myaccount.google.com/connections page)
On the SysTools Gmail Backup page, scroll down and click "Delete all connections you have with SysTools Gmail Backup."
Click on Confirm
In the Setup screen, select Gmail as the source platform and choose PDF as the target backup format.
Under Workload Selection, choose the categories (Email, Contact, Calendar) you wish to save as PDF.
Select Email:
Select Contacts:
Select Calendar:
Navigate to the Source screen and click Sign in with Gmail to begin the authentication process.
Click the Sign in button to proceed.
A new User Consent Window appears. Scroll down and click Move To Permissions Grant Page.
A browser window will launch for Google sign-in. Press Next.
Note: If you don't see any window enable the show Popup option in your browser. Here are the steps to enable it most popular browsers.
Enter your password
Verify your identity if prompted.
Grant the necessary permissions to the application.
Click Continue.
A confirmation page will show that authorization was successful.
Once authorized, the permissions will be validated in the tool.
In the Destination screen, Browse for a destination path.
Set a Naming Convention for your PDF files.
Click Validate to continue.
Click Fetch Workload Folders to load folders from your account.
Once fetched, select the specific folders for each category (Emails, Contacts, Calendars).
Select Email Folders:
Select Contact Folders:
Select Calendar Folders:
Click Start Backup.
Confirm the backup and your license usage.
An alert will confirm the backup has started.
Monitor the process in the real-time dashboard.
View the completion status and download reports as needed.
Navigate to the destination folder to view your backed-up PDF files.
Revoke Application Permissions from Google Account
Login to any Google Web app (Search, Gmail, Drive, etc).
Tap on your Profile icon and select the "Manage your Google Account" option.
On the Google Account Page, switch to the Security tab.
Scroll down till you see "Your connections to third-party apps & services".
Click on the SysTools Gmail Backup tool. If you dont see the SysTools Gmail Backup tool, click on "+# more" to get the full list.
Then, scroll and find or use the search bar to locate the SysTools Gmail Backup tool and click on it.
(Note, you can arrive here directly by logging into the https://myaccount.google.com/connections page)
On the SysTools Gmail Backup page, scroll down and click "Delete all connections you have with SysTools Gmail Backup."
Click on Confirm
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