Backing up your emails

How to save or export your emails

Saving a single email

If you need to save a single email as a file, most email clients (Outlook, Gmail, Thunderbird) allow you to do so by selecting "Save" or "Save Email" (usually from the "File" menu) after selecting the email in question. The email will then be downloaded to your computer wherever you choose. You can find specific instructions for our webmail below.

Save a single email in Roundcube : 

https://docs.roundcube.net/doc/help/1.1/en_US/mail/importexport.html

Save a single email in Sogo : 

https://docs.gandi.net/en/gandimail/sogo_webmail/sogo_save_email_as_file.html

Note

The "standard" format for saving an email is generally .eml. However, some email clients offer alternative formats, such as .txt or .html, which are primarily used for visual display. However, it is preferable to use the more "technical" .eml format, especially in the event of a migration.

Save ALL your emails

Whether it's to keep your emails safe, for security or because you're about to change providers, you may need to back up your emails.

It's important to remember that an email server has no back-up functionality, so you'll need to use an email client (aka messaging software, such as Outlook, Gmail or Thunderbird).

Note

Our Roundcube webmail only allows you to save emails one at a time.

When we refer to backup, we always mean copying emails "locally", i.e. on your computer. Smartphones aren't really suitable for this.

The different possibilities :

- Log in to your GandiMail account via SOGo:

   https://webmail.gandi.net/SOGo/

Select one of the messages (checkbox) by clicking on the avatar displayed on one of the messages in the list in the directory to be saved.

Click on the "Select all" icon. It looks like a square surrounded by a dotted square.  Click on the menu (፧) on the same line then click on "Download".

Please note that emails (in .eml format) are compressed into a single file, so the operation may take several minutes depending on the size of your inbox. Please wait patiently and don't reload or click away from the page. After the compression period, you will be prompted to download a .zip file.

- You can simply set up an email program with your POP email account(s), which will download the emails locally before deleting them from the server.

Important

As this operation deletes emails from the server, it should only be used to save emails in order to free up space, or just before changing providers. "Saved" emails will only be available on the computer you're using.

• "IMAP" mailbox backup software is available on the Internet. Search for "IMAP Backup" on the Internet to find them and install the one that matches your operating system.
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• Alternatively, you can use the storage options that are typically included with any email software (e.g. Outlook, Gmail, Thunderbird). Refer to the "Help" section of your favorite software for more information.

Most email programs offer a drag-and-drop feature, so you can usually move sets of messages between two mailboxes configured on the same program simply by "dragging and dropping" them, using a key (usually CTRL) to copy rather than drop them.

Restore email

• SOGo supports backup, but not reimport. You'll need to use an email program (such as Outlook, Gmail or Thunderbird) to reimport your emails.
• via IMAP backup software: you generally just need to change the configuration settings to those of your new mailbox, and the software will take care of synchronizing the server with the "local" backup.
• via your email client. You'll need to set up the new mailbox (or the same address but with the new provider's settings) using the IMAP protocol. Then, depending on the method you've chosen, all you have to do is "drag and drop" the emails in the "local" folder to the inbox of the new email address, or import the backup file (refer to your software's help file for more information).

In any case, whether you're synchronizing directly with the server or synchronizing at a later date (if you've activated a local copy of the emails, for example), it will take several "long" minutes (depending on the size of the folder) for the emails to be copied onto the server.

Note

Before performing this operation, please make sure you have enough space on your "new" mailbox, otherwise emails will not be transferred and may be permanently lost if they are relocated.