Which is why it was a rude shock to roughly 40,000 Gmail users when they logged in last week, only to find that all their data—emails, attachments, chats, contacts and documents—had vanished, and their accounts had been reset. The only thing these unlucky users had in their inbox were the automated ‘Welcome to Gmail’ emails.
However, all was not lost as Gmail keeps multiple copies of the data (even including offline, tape-based backup of user data) and they set about restoring the bug that caused the problem. Google later identified the issue as a software bug in a recently released storage software update. More than the number of users affected, this obviously got far more attention than it deserved and outlined the importance of not using Gmail as the sole repository for several gigabytes of critical data. Here’s how you can keep that data safe, just in case.
To Another Gmail Account
In the event of another software bug or system crash, the chances of all Gmail accounts being compromised is minimal. Even when Gmail rolls out new features, they do so in phases—and this is primarily to identify and fix any teething issues. Therefore, all you have to do is create another Gmail account and import all mails and contacts from your primary account. To do this, sign in to your new Gmail account, click on the little ‘gear’ icon in the top right corner and click ‘Mail Settings’. Here, under ‘Accounts and Import’, you’ll be able to import mail from your old account.
To Hotmail, using TrueSwitch
Hotmail may have lost out to Gmail when it comes to number of features, but they still have an estimated 364 million users—the highest in the world for any free email provider. And they want to make it all the more easier if you decide to make the switch from any other free email account to Hotmail. To do the switch, Hotmail has tied up with TrueSwitch (trueswitch.com).
TrueSwitch is normally a paid service that makes it easy to transfer all your email from one account to another. In this case, Hotmail will bear the expense, if you decide to switch. But you can use this feature to back up your Gmail data and still keep on using Gmail. To use the service, head to secure5.trueswitch.com/winlive and enter all the required credentials.
Gmail-Backup
Gmail-Backup is a software tool which you can download for free from gmail-backup.com. To use it, you need to have IMAP access activated in Gmail. To do this, sign in to your Gmail account, click on the little ‘gear’ icon in the top right corner and click ‘Mail Settings’.
Here, under ‘Forwarding and POP/IMAP’, you can enable IMAP access. Gmail-backup will use IMAP access to create a complete backup of your accounts data on your hard drive. Depending on how much data you have and the speed of your internet connection, this could take quite a while. Your computer and internet connection will need to be active for the duration of the transfer. The softwate also has a restore function, to copy locally stored data back into a Gmail account. Gmail-backup’s website also has a forum which can address any issues you may have.
Mailstore
Another free solution for email backup, Mailstore (mailstore.com) can access multiple online email inboxes using POP3 or IMAP access. The process is easy enough; just download the free software and enter in your email credentials. Like Gmail-backup, Mailstore has an online community which can address backup problems.
Gmail Keeper
For a one-time price of $19.95, Gmail Keeper (gmailkeeper.com) offers a Gmail-specific backup tool that is easy to understand and can backup all folders and labels in Gmail (including the inbox, sent mail, starred mail, drafts and so on). It can backup everything as a .ZIP file to your hard drive. It also offers the ability to back up multiple Gmail accounts at the same time.
Backupify
Backupify (backupify.com) can backup all kinds of online services that you use, such as Gmail, Google Docs, Picasa, Twitter, Flickr, Facebook, Zoho and Blogger. Once backed up, you can search through, download or restore the data at any time. They offer three plans; a free plan that can backup up to 5 accounts with a storage limit of 2GB per account, a Pro 100 plan that can back up 25 different accounts with 20GB storage per account for $4.99 a month and a Pro 500 plan that can back up an unlimited number of accounts with unlimited storage for $19.99 a month.
Local Email Client Backup
This is a no-brainer, and should be done even if you continue to use online access for Gmail and other accounts. Any email client like Mozilla’s Thunderbird (mozillamessaging.com/thunderbird), Eudora (eudora.com), Apple Mail, Outlook, Outlook Express or Windows Live Mail can be used to download your mail. You need to enable POP3 in Gmail (once again in the ‘Forwarding and POP/IMAP’ in the Mail Settings area of Gmail). The settings are simple enough; incoming server name is pop.gmail.com, protocol is POP, port is 995 and your Gmail username and password will have to be entered of course.
Can you recover a Gmail account when a family member dies?
This is tricky. If you decide to pursue it, be prepared for some lengthy paperwork. Also, expect that it will take from anywhere between 1 to 2 months. First, you will need to get your documents in order; a copy of your passport or driver’s license, copy of the proof of death (death certificate) and a copy of a probate or court order that clearly identifies you as the legal representative of the deceased.
You’ll also need to take some prints of a few emails sent from the deceased to you (the full headers of the emails need to be included in the print). Finally, write a letter (attach your passport photograph) explaining the situation, include the deceased person’s email ID and all your contact information (including postal address, phone numbers and email IDs). Take all the documents and ship them to Google at the following address: Google Inc. Attention: Gmail User Support- Decedents’ Accounts 1600 Amphitheatre Parkway Mountain View, CA 94043 USA
What is a secure password?
Your password should not be a word or combination of words that can be found in a dictionary. Brute force hacking methods can figure out a password like this in minutes. You password should ideally be at least 8 to 10 characters, a mixture of upper and lower case letters, numbers and special characters. A password like this would be near impossible to hack (i.e., would probably take a fast computer over 100 years to crack it using the common brute force method). Also, it’s a good idea to change your password once in a while, and not share the same password for sensitive email/bank accounts with other websites and services.
For the completely paranoid, Gmail also offers a free, 2-step user verification. With this feature activated, it will be impossible for anyone to gain access to your Gmail with just a stolen password. To sign in using 2-step verification, you need to enter your password and then enter a code which you will receive by SMS, each time you want to log in.
Keep your Gmail account secure
The Gmail bug was a rare anomaly and the chances of it happening again are small. But have you considered what will happen if you lost access to your Gmail due to your own fault? If your account is compromised and you are no longer able to access Gmail using your password, your account will be frozen. The account can only be restored to you once Gmail verifies that you are the rightful owner.
This may take a while, and it’s possible that all your data will be wiped in the interim. To make sure that your Gmail account can be recovered, be sure to put in your cellphone number, password recovery secret question and alternate email IDs. These can be updated in the ‘Account Information’ section of Gmail, accessed by clicking the ‘gear’ icon in the top right.
Disclaimer: All information on this news has been compiled from their respective official websites or through public domain sites and leading newspapers. Although, we have taken reasonable efforts to provide you with accurate information, but we assumes no responsibility for the accuracy (or inaccuracy) of the Information and would advise you to verify it from the official product provider. We cannot guarantee that the information on this page is 100% correct. If you would like to advertise on our site please contact us
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