Expert Mode: Backup Email
Using these settings it is possible to backup your email messages (this is not to be confused with making a backup of your files to an email server or emailing the log). SyncBackPro can make a backup of emails stored on any POP3 or IMAP4 email server. If your Microsoft Exchange server supports access via EWS or WebDav, one of those options can be used instead.
With V6 you could only backup one IMAP4 folder. Starting from V7 you can backup whichever folders you like.
When using POP3 you cannot select your source (folder). This is because the POP3 has no concept of folders. It only has a single list of emails (files).
How do you restore your emails? You cannot restore the emails to your (SMTP) email server using SyncBackPro. Instead you must import the EML files into your email client (see the Filename of EML files setting below).
How do you have the emails deleted from the email server after a copy has been made? You must configure the Decisions - Files settings so that the emails are moved instead of just being copied.
To reduce the backup time it is recommended that you enable the Fast Backup feature. Note that this is not possible if you are using a POP3 email server.
Retrieving Server Connection Details
•Email Service: If you use a public email service, e.g. GMail, then you may be able to choose it from the drop-down list. If so, some of the settings will be set automatically for you. Note that you may still need to set things like the login username as they are unique to your account.
•Server Type: For most people this should be typically be POP3. However, if you're using a Microsoft Exchange server then you can change this as appropriate. If you are using Microsoft Exchange 2007 or newer then do not use the WebDAV option unless you are using an old version of Microsoft Exchange (2000 or 2003). Check with your email provider or systems administrator.
•Hostname: The hostname (or IP address) of your POP3 or IMAP4 server. Check with your email provider or systems administrator on what that is. Note that in some cases, e.g. Gmail and other web based email services, you may need enable access to your emails via a POP3 (or IMAP4) server.
•Port: The port number of your email server. It is recommended you leave it as zero (then SyncBackPro will use the default port number based on your settings). If you are using Microsoft Exchange then this value is not required.
•Login: If you are using GMail then it is strongly recommended you use a linked cloud account. If you cannot, then select the option Use GMail OAUTH2 to authenticate then click the Authorize button. If you must login to your email server (and if you are using Microsoft Exchange then you must) then select Must login to email server and enter your login username and password below. Note that some servers require a login whereas others may fail if you do attempt to login. Check with your email provider or systems administrator. Some email services have 2-step verification for added security. In this case the password may need to be an application specific password and not your actual password. Refer to your email services documentation on how to create an application specific password. Due to spam, most email servers now require you to login. SyncBackPro can login to email servers that require a username and password in clear-text, NTLM, CRAM-MD5, or MSN.
oUsername: The username used to login. This is only enabled if Login is set to Must login to email server.
oPassword: The password used to login. This is only enabled if Login is set to Must login to email server. If your password has spaces in it, and you're not using Exchange, then you may need to enter it with double-quotes. For example, if your password is abc 123 then enter "abc 123" as the password.
oPrompt for the password when run (profile will fail if run unattended): If this option is enabled then every time the profile is run SyncBackPro will prompt you for the password. If the profile is being run unattended, then no prompt will be displayed and the profile run will fail.
•Connection Encryption: If your email server requires an encrypted connection, or it supports one and you want your email to be transmitted from the server in encrypted form, then select the appropriate option. Some email servers, e.g. GMail, require an encrypted connection. If your POP3/IMAP4 server supports a direct encrypted connection then select Direct SSL/TLS connection option. The Use STLS command is different from the direct setting in that it connects to the email server using an unencrypted connection and then once connected it requests that the connection be encrypted by sending a special command to the email server. Choose this option if your email server does not support a direct encrypted connection. If you're using Microsoft Exchange then select either option to use an encrypted connection.
•Filename of EML files: This is the filename to use for the email files. Each email is downloaded and stored in its own self-contained EML file, i.e. the EML file contains the email body and all attachments. EML is a standard file format used by many of the popular email clients, e.g. Mozilla Thunderbird. You can use special variables for the filename. The default filename is %EMAIL_SUBJECT% [%EMAIL_IDORMD5%].eml. The filename will be automatically trimmed if it exceeds 255 characters (that is the filename of the EML file, not the complete path). The filename extension will kept unless it itself exceeds the maximum length. Also, any invalid filename characters will be removed (e.g. carriage returns) or converted to dashes (e.g. asterisks).
•Also export the email bodies and attachments: If you also want the email stored in plain text and the email attachments saved as-is then you should enable this option. Please keep in mind that the EML file already includes the body and attachments so it is not recommended or required that you enable this option.
oSub-folder to export the emails and attachments to...: This is the sub-folder to store the emails in. You can use special variables in the sub-folder name. The default sub-folder is \%EMAIL_DATE%\%EMAIL_IDORMD5%\%EMAIL_SUBJECT%\. Note that each variable will be expanded to a single valid filename with invalid filename characters changed to dashes (-). For example, %EMAIL_DATE% will be be converted to 30-08-2013 and not 30\08\2013.
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