Know How to Save Emails Locally Using SysTools IMAP Backup Tool
Pre-Requisites
Launch the tool. Upon launching, you will see the application interface. On the left-hand side, click on the "Help" tab. This action will open an expanded Help pane on the right side, highlighting sections such as "Prerequisite," "Setup," "Source," "Destination," "Users," "User Status," "Settings," "Activate," and "Additional Help," which provide comprehensive guidance.
To activate the tool, please refer to our detailed guide: Activation Guide
On the "Setup" tab, confirm "IMAP" is the selected source platform. Next, for your destination, choose "Outlook" to save your emails in PST format. Please note that installing Outlook on your system is not a prerequisite for this tool to generate PST files; it merely indicates the output format.
Under the "Workload selection" section, make sure to check the "Email" checkbox to enable email backup.
If you wish to back up emails within a specific time frame, activate the "Date Filter" by checking its box and selecting the desired "To Date" using the calendar interface.
Navigate to the "Source" tab. From the "IMAP Server" dropdown, select your email provider (e.g., Gmail, Yahoo, AOL Mail). The corresponding "IMAP Server Url" and "Port Number" will be automatically populated.
Click the "Validate" button to ensure your IMAP server credentials and permissions are correct. Once successfully validated, green checkmarks will confirm "Read User" and "Read Email" permissions.
Click "Next" to proceed to the destination configuration.
Now, on the "Destination" tab, specify the "Backup folder path" where your Outlook PST files will be saved.
Click the folder icon to browse and select your preferred destination folder, then click "Select Folder" in the file explorer dialog.
From the "File size (in GB)" dropdown menu, select your preferred maximum size for the resultant PST file(s). By default, the value is 40 GB. This setting determines if your backup will be split into multiple PST files if the data exceeds the specified size.
Click on the "Validate" button to ensure appropriate file system permissions are assigned to your chosen destination folder.
Click "Next" to proceed.
On the "Users" screen, you have methods to add users from the source account for processing. To efficiently add multiple users, click the "Download Template" button.
Save the `ImapBackupUserMappingSample.csv` file.
Then, open it and populate the "Source User" (email), "Source Password" (app password), and set "MarkForExecution" to "TRUE" for each user.
After preparing your CSV, click "Import Users". Browse and select your updated `ImapBackupUserMappingSample.csv` file, then click "Upload".
A "X Users imported Processing Completed" message will confirm the import. Click "OK" to dismiss.
On the "Users" tab, your imported user(s) will be listed. Select the checkbox next to the user(s) you want to back up. If desired, use the "Show selected" toggle to filter the list.
Click the "Validate" button to authorize the selected user source account(s). This step verifies the entered credentials.
Once the users are successfully validated, a "X User(s) validated Processing Completed" message will appear. Click "OK" to dismiss it.
After successful validation, the "Start Backup" button will become active. Click it to initiate the backup process.
A dialog will appear, displaying your license quota (purchased, consumed, available licenses). Click "Start" to confirm and begin the backup operation.
A "Backup started successfully" confirmation message will then appear. Click "OK".
Navigate to the "Backup" tab to monitor the progress of your backup tasks. Those user accounts that are yet to begin thier backup are kept under "Pending" tab.
Accounts underging backup are in the "In Progress" zone.
Once the backup process is complete, the status for the respective entries will update to "Completed".
Should you need to halt an ongoing backup, click the "Stop Backup" button.
Confirm your action by clicking "Yes" in the "Stop Backup" dialog, and then "OK" once the process is successfully stopped.
The backup entry will then show a "Stopped" status.
From the "Backup" tab, click the "Re-Run Backup" dropdown to access additional options. Here you can choose to "Retry Failed Items" (if any), perform a "Re-Run Full Backup" for selected users, or initiate a "Delta Backup" to only transfer new/modified data.
If you choose to "Retry Failed Items", the dialog will display any items that failed to back up, allowing you to re-attempt them. Click "Next".
To "Re-Run Full Backup", select the desired user(s) and click "Start" to perform a complete re-backup.
For a "Delta Backup", select the user(s) and click "Start" to perform an incremental backup of only new or changed data.
After a successful backup, click on the "Download Report" dropdown to access reporting options.
Choose "Backup Summary Report" to get an overview of all user accounts and their backup details.
Save the generated `IMAPBackup-Summary-Report` CSV file to your system.
You can then open and review the summary report.
Select "Detailed Report" for individual reports of all or selected user accounts.
In the "Download Reports" dialog, select the desired user(s) and click "Download".
After report generation is complete, click "Download" again to save the `IMAPBackup-Detailed-Report` ZIP file.
Extract and open the `Email-Detailed-Summary-Report.csv` to view the detailed report.
To view your backed-up Outlook PST files, navigate to the "Export Path" from the "Backup" tab, or directly access the folder you specified during destination setup.
Within the destination folder, you will find a folder named after the user. Inside, you'll see the PST file(s) containing your IMAP emails, organized according to your email structure.
On the "Setup" tab, confirm "IMAP" is the selected source platform. Next, for your destination, choose "MBOX" as your desired output format.
Under the "Workload selection" section, make sure to check the "Email" checkbox to enable email backup.
If you wish to back up emails within a specific time frame, activate the "Date Filter" by checking its box and selecting the desired "To Date" using the calendar interface.
Navigate to the "Source" tab. From the "IMAP Server" dropdown, select your email provider (e.g., Gmail, Yahoo, AOL Mail). The corresponding "IMAP Server Url" and "Port Number" will be automatically populated.
Click the "Validate" button to ensure your IMAP server credentials and permissions are correct. Once successfully validated, green checkmarks will confirm "Read User" and "Read Email" permissions.
Click "Next" to proceed to the destination configuration.
Now, on the "Destination" tab, specify the "Backup folder path" where your MBOX files will be saved.
Click the folder icon to browse and select your preferred destination folder, then click "Select Folder" in the file explorer dialog.
Click "Validate" to ensure the application has the necessary disk space and file system permissions for the selected folder.
Click "Next" to continue.
On the "Users" screen, you have methods to add users from the source account for processing. To efficiently add multiple users, click the "Download Template" button.
Save the `ImapBackupUserMappingSample.csv` file.
Then, open it and populate the "Source User" (email), "Source Password" (app password), and set "MarkForExecution" to "TRUE" for each user.
After preparing your CSV, click "Import Users". Browse and select your updated `ImapBackupUserMappingSample.csv` file, then click "Upload".
A "X Users imported Processing Completed" message will confirm the import. Click "OK" to dismiss.
On the "Users" tab, your imported user(s) will be listed. Select the checkbox next to the user(s) you want to back up. If desired, use the "Show selected" toggle to filter the list.
Click the "Validate" button to authorize the selected user source account(s). This step verifies the entered credentials.
Once the users are successfully validated, a "X User(s) validated Processing Completed" message will appear. Click "OK" to dismiss it.
After successful validation, the "Start Backup" button will become active. Click it to initiate the backup process.
A dialog will appear, displaying your license quota (purchased, consumed, available licenses). Click "Start" to confirm and begin the backup operation.
A "Backup started successfully" confirmation message will then appear. Click "OK".
Navigate to the "Backup" tab to monitor the progress of your backup tasks. Those user accounts that are yet to begin thier backup are kept under "Pending" tab.
Accounts underging backup are in the "In Progress" zone.
Once the backup process is complete, the status for the respective entries will update to "Completed".
Should you need to halt an ongoing backup, click the "Stop Backup" button.
Confirm your action by clicking "Yes" in the "Stop Backup" dialog, and then "OK" once the process is successfully stopped.
The backup entry will then show a "Stopped" status.
From the "Backup" tab, click the "Re-Run Backup" dropdown to access additional options. Here you can choose to "Retry Failed Items" (if any), perform a "Re-Run Full Backup" for selected users, or initiate a "Delta Backup" to only transfer new/modified data.
If you choose to "Retry Failed Items", the dialog will display any items that failed to back up, allowing you to re-attempt them. Click "Next".
To "Re-Run Full Backup", select the desired user(s) and click "Start" to perform a complete re-backup.
For a "Delta Backup", select the user(s) and click "Start" to perform an incremental backup of only new or changed data.
After a successful backup, click on the "Download Report" dropdown to access reporting options.
Choose "Backup Summary Report" to get an overview of all user accounts and their backup details.
Save the generated `IMAPBackup-Summary-Report` CSV file to your system.
You can then open and review the summary report.
Select "Detailed Report" for individual reports of all or selected user accounts.
In the "Download Reports" dialog, select the desired user(s) and click "Download".
After report generation is complete, click "Download" again to save the `IMAPBackup-Detailed-Report` ZIP file.
Extract and open the `Email-Detailed-Summary-Report.csv` to view the detailed report.
To view your backed-up MBOX files, navigate to the "Export Path" from the "Backup" tab, or directly access the folder you specified during destination setup.
Within the destination folder, you will find a folder named after the user. Inside, you'll see the MBOX file(s) containing your IMAP emails, organized according to your email structure.
On the "Setup" tab, confirm "IMAP" is the selected source platform. Next, for your destination, choose "EML" as your desired output format.
Under the "Workload selection" section, make sure to check the "Email" checkbox to enable email backup.
If you wish to back up emails within a specific time frame, activate the "Date Filter" by checking its box and selecting the desired "To Date" using the calendar interface.
Navigate to the "Source" tab. From the "IMAP Server" dropdown, select your email provider (e.g., Gmail, Yahoo, AOL Mail). The corresponding "IMAP Server Url" and "Port Number" will be automatically populated.
Click the "Validate" button to ensure your IMAP server credentials and permissions are correct. Once successfully validated, green checkmarks will confirm "Read User" and "Read Email" permissions.
Click "Next" to proceed to the destination configuration.
Now, on the "Destination" tab, specify the "Backup folder path" where your EML files will be saved.
Click the folder icon to browse and select your preferred destination folder, then click "Select Folder" in the file explorer dialog.
Click the edit icon next to "Naming Convention" to define how your EML files will be named.
Choose a naming convention from the displayed options (e.g., Subject, Subject\_DD\_MM\_YYYY).
Then click "OK" to confirm your selection.
Click "Validate" to ensure the application has the necessary file system permissions for the selected folder.
Click "Next" to continue.
On the "Users" screen, you have methods to add users from the source account for processing. To efficiently add multiple users, click the "Download Template" button.
Save the `ImapBackupUserMappingSample.csv` file.
Then, open it and populate the "Source User" (email), "Source Password" (app password), and set "MarkForExecution" to "TRUE" for each user.
After preparing your CSV, click "Import Users". Browse and select your updated `ImapBackupUserMappingSample.csv` file, then click "Upload".
A "X Users imported Processing Completed" message will confirm the import. Click "OK" to dismiss.
On the "Users" tab, your imported user(s) will be listed. Select the checkbox next to the user(s) you want to back up. If desired, use the "Show selected" toggle to filter the list.
Click the "Validate" button to authorize the selected user source account(s). This step verifies the entered credentials.
Once the users are successfully validated, a "X User(s) validated Processing Completed" message will appear. Click "OK" to dismiss it.
After successful validation, the "Start Backup" button will become active. Click it to initiate the backup process.
A dialog will appear, displaying your license quota (purchased, consumed, available licenses). Click "Start" to confirm and begin the backup operation.
A "Backup started successfully" confirmation message will then appear. Click "OK".
Navigate to the "Backup" tab to monitor the progress of your backup tasks. Those user accounts that are yet to begin thier backup are kept under "Pending" tab.
Accounts underging backup are in the "In Progress" zone.
Once the backup process is complete, the status for the respective entries will update to "Completed".
Should you need to halt an ongoing backup, click the "Stop Backup" button.
Confirm your action by clicking "Yes" in the "Stop Backup" dialog, and then "OK" once the process is successfully stopped.
The backup entry will then show a "Stopped" status.
From the "Backup" tab, click the "Re-Run Backup" dropdown to access additional options. Here you can choose to "Retry Failed Items" (if any), perform a "Re-Run Full Backup" for selected users, or initiate a "Delta Backup" to only transfer new/modified data.
If you choose to "Retry Failed Items", the dialog will display any items that failed to back up, allowing you to re-attempt them. Click "Next".
To "Re-Run Full Backup", select the desired user(s) and click "Start" to perform a complete re-backup.
For a "Delta Backup", select the user(s) and click "Start" to perform an incremental backup of only new or changed data.
After a successful backup, click on the "Download Report" dropdown to access reporting options.
Choose "Backup Summary Report" to get an overview of all user accounts and their backup details.
Save the generated `IMAPBackup-Summary-Report` CSV file to your system.
You can then open and review the summary report.
Select "Detailed Report" for individual reports of all or selected user accounts.
In the "Download Reports" dialog, select the desired user(s) and click "Download".
After report generation is complete, click "Download" again to save the `IMAPBackup-Detailed-Report` ZIP file.
Extract and open the `Email-Detailed-Summary-Report.csv` to view the detailed report.
To view your backed-up EML files, navigate to the "Export Path" from the "Backup" tab, or directly access the folder you specified during destination setup.
Within the destination folder, you will find a folder named after the user. Inside, you'll see the EML files containing your IMAP emails, organized according to your email structure.
On the "Setup" tab, confirm "IMAP" is the selected source platform. Next, for your destination, choose "MSG" as your desired output format.
Under the "Workload selection" section, make sure to check the "Email" checkbox to enable email backup.
If you wish to back up emails within a specific time frame, activate the "Date Filter" by checking its box and selecting the desired "To Date" using the calendar interface.
Navigate to the "Source" tab. From the "IMAP Server" dropdown, select your email provider (e.g., Gmail, Yahoo, AOL Mail). The corresponding "IMAP Server Url" and "Port Number" will be automatically populated.
Click the "Validate" button to ensure your IMAP server credentials and permissions are correct. Once successfully validated, green checkmarks will confirm "Read User" and "Read Email" permissions.
Click "Next" to proceed to the destination configuration.
Now, on the "Destination" tab, specify the "Backup folder path" where your MSG files will be saved.
Click the folder icon to browse and select your preferred destination folder, then click "Select Folder" in the file explorer dialog.
Click the edit icon next to "Naming Convention" to define how your MSG files will be named.
Choose a naming convention from the displayed options (e.g., Subject, Subject\_DD\_MM\_YYYY).
Then, click "OK" to confirm your selection.
Click "Validate" to ensure the application has the necessary file system permissions for the selected folder.
Click "Next" to continue.
On the "Users" screen, you have methods to add users from the source account for processing. To efficiently add multiple users, click the "Download Template" button.
Save the `ImapBackupUserMappingSample.csv` file.
Then, open it and populate the "Source User" (email), "Source Password" (app password), and set "MarkForExecution" to "TRUE" for each user.
After preparing your CSV, click "Import Users". Browse and select your updated `ImapBackupUserMappingSample.csv` file, then click "Upload".
A "X Users imported Processing Completed" message will confirm the import. Click "OK" to dismiss.
On the "Users" tab, your imported user(s) will be listed. Select the checkbox next to the user(s) you want to back up. If desired, use the "Show selected" toggle to filter the list.
Click the "Validate" button to authorize the selected user source account(s). This step verifies the entered credentials.
Once the users are successfully validated, a "X User(s) validated Processing Completed" message will appear. Click "OK" to dismiss it.
After successful validation, the "Start Backup" button will become active. Click it to initiate the backup process.
A dialog will appear, displaying your license quota (purchased, consumed, available licenses). Click "Start" to confirm and begin the backup operation.
A "Backup started successfully" confirmation message will then appear. Click "OK".
Navigate to the "Backup" tab to monitor the progress of your backup tasks. Those user accounts that are yet to begin thier backup are kept under "Pending" tab.
Accounts underging backup are in the "In Progress" zone.
Once the backup process is complete, the status for the respective entries will update to "Completed".
Should you need to halt an ongoing backup, click the "Stop Backup" button.
Confirm your action by clicking "Yes" in the "Stop Backup" dialog, and then "OK" once the process is successfully stopped.
The backup entry will then show a "Stopped" status.
From the "Backup" tab, click the "Re-Run Backup" dropdown to access additional options. Here you can choose to "Retry Failed Items" (if any), perform a "Re-Run Full Backup" for selected users, or initiate a "Delta Backup" to only transfer new/modified data.
If you choose to "Retry Failed Items", the dialog will display any items that failed to back up, allowing you to re-attempt them. Click "Next".
To "Re-Run Full Backup", select the desired user(s) and click "Start" to perform a complete re-backup.
For a "Delta Backup", select the user(s) and click "Start" to perform an incremental backup of only new or changed data.
After a successful backup, click on the "Download Report" dropdown to access reporting options.
Choose "Backup Summary Report" to get an overview of all user accounts and their backup details.
Save the generated `IMAPBackup-Summary-Report` CSV file to your system.
You can then open and review the summary report.
Select "Detailed Report" for individual reports of all or selected user accounts.
In the "Download Reports" dialog, select the desired user(s) and click "Download".
After report generation is complete, click "Download" again to save the `IMAPBackup-Detailed-Report` ZIP file.
Extract and open the `Email-Detailed-Summary-Report.csv` to view the detailed report.
To view your backed-up MSG files, navigate to the "Export Path" from the "Backup" tab, or directly access the folder you specified during destination setup.
Within the destination folder, you will find a folder named after the user. Inside, you'll see the MSG files containing your IMAP emails, organized according to your email structure.
On the "Setup" tab, confirm "IMAP" is the selected source platform. Next, for your destination, choose "PDF" as your desired output format.
Under the "Workload selection" section, make sure to check the "Email" checkbox to enable email backup.
If you wish to back up emails within a specific time frame, activate the "Date Filter" by checking its box and selecting the desired "To Date" using the calendar interface.
Navigate to the "Source" tab. From the "IMAP Server" dropdown, select your email provider (e.g., Gmail, Yahoo, AOL Mail). The corresponding "IMAP Server Url" and "Port Number" will be automatically populated.
Click the "Validate" button to ensure your IMAP server credentials and permissions are correct. Once successfully validated, green checkmarks will confirm "Read User" and "Read Email" permissions.
Click "Next" to proceed to the destination configuration.
Now, on the "Destination" tab, specify the "Backup folder path" where your PDF files will be saved.
Click the folder icon to browse and select your preferred destination folder, then click "Select Folder" in the file explorer dialog.
Click the edit icon next to "Naming Convention" to define how your PDF files will be named.
Choose a naming convention from the displayed options (e.g., Subject, Subject\_DD\_MM\_YYYY).
Then click "OK" to confirm your selection.
Click "Validate" to ensure the application has the necessary disk space and file system permissions for the selected folder .
Click "Next" to continue.
On the "Users" screen, you have methods to add users from the source account for processing. To efficiently add multiple users, click the "Download Template" button.
Save the `ImapBackupUserMappingSample.csv` file.
Then, open it and populate the "Source User" (email), "Source Password" (app password), and set "MarkForExecution" to "TRUE" for each user.
After preparing your CSV, click "Import Users". Browse and select your updated `ImapBackupUserMappingSample.csv` file, then click "Upload".
A "X Users imported Processing Completed" message will confirm the import. Click "OK" to dismiss.
On the "Users" tab, your imported user(s) will be listed. Select the checkbox next to the user(s) you want to back up. If desired, use the "Show selected" toggle to filter the list.
Click the "Validate" button to authorize the selected user source account(s). This step verifies the entered credentials. *For PDF format, this validation screen may also provide an option to alter the application password directly from the UI if needed*.
Once the users are successfully validated, a "X User(s) validated Processing Completed" message will appear. Click "OK" to dismiss it.
After successful validation, the "Start Backup" button will become active. Click it to initiate the backup process.
A dialog will appear, displaying your license quota (purchased, consumed, available licenses). Click "Start" to confirm and begin the backup operation.
A "Backup started successfully" confirmation message will then appear. Click "OK".
Navigate to the "Backup" tab to monitor the progress of your backup tasks. Those user accounts that are yet to begin thier backup are kept under "Pending" tab.
Accounts underging backup are in the "In Progress" zone.
Once the backup process is complete, the status for the respective entries will update to "Completed".
Should you need to halt an ongoing backup, click the "Stop Backup" button.
Confirm your action by clicking "Yes" in the "Stop Backup" dialog, and then "OK" once the process is successfully stopped.
The backup entry will then show a "Stopped" status.
From the "Backup" tab, click the "Re-Run Backup" dropdown to access additional options. Here you can choose to "Retry Failed Items" (if any), perform a "Re-Run Full Backup" for selected users, or initiate a "Delta Backup" to only transfer new/modified data.
If you choose to "Retry Failed Items", the dialog will display any items that failed to back up, allowing you to re-attempt them. Click "Next".
To "Re-Run Full Backup", select the desired user(s) and click "Start" to perform a complete re-backup.
For a "Delta Backup", select the user(s) and click "Start" to perform an incremental backup of only new or changed data.
After a successful backup, click on the "Download Report" dropdown to access reporting options.
Choose "Backup Summary Report" to get an overview of all user accounts and their backup details.
Save the generated `IMAPBackup-Summary-Report` CSV file to your system.
You can then open and review the summary report.
Select "Detailed Report" for individual reports of all or selected user accounts.
In the "Download Reports" dialog, select the desired user(s) and click "Download".
After report generation is complete, click "Download" again to save the `IMAPBackup-Detailed-Report` ZIP file.
Extract and open the `Email-Detailed-Summary-Report.csv` to view the detailed report.
To view your backed-up PDF files, navigate to the "Export Path" from the "Backup" tab, or directly access the folder you specified during destination setup.
Within the destination folder, you will find a folder named after the user. Inside, you'll see the PDF files containing your IMAP emails, organized according to your email structure.
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