To Email

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To Email

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Expert Mode: To Email

 

 

This profile settings page can use and create shared settings. If you are using GMail then you should use a linked cloud account.

 

Using these settings it is possible to backup (or synchronize) your files with an email server. This is not to be confused with emailing the log or making a backup of your emails. SyncBackPro allows you to store your files on an email server. For example: you may be in the office working on some important documents and want to leave the office and work on them at home. You could copy them to a USB key (for example) and take that home, but if you don't have any external storage medium you could instead send them to your email server. At home you would then retrieve them from your email server, work on them, back them up to the email server, go to work in the morning, and restore them from your email server. It's similar to using an FTP server, except you are using your email server. The advantage is that there are numerous free email servers, e.g. Gmail, Yahoo!, etc., on which you could store your files.

 

Destination/right files are on an Email server: Tick this checkbox to backup/sync your source/left files with an email server.

 

Email Service

 

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.

 

Sending Server Connection Details

 

Server Type: For most people this should be left as SMTP. 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).

 

Hostname: The hostname (or IP address) of your email server, e.g. mail.server.com. Check with your email provider or systems administrator on what that is. If you're using Microsoft Exchange then enter just the hostname and not the URL. Note that in some cases (never if you're using Microsoft Exchange) you do not need to specify the hostname as SyncBackPro may be able to send the email with just the To and From values set (especially if you're sending an email from yourself to yourself).

 

To: The email address of where to send the files on the email server. Variables can be used, e.g. %USERNAME%. Note that some email servers require a full email address, e.g. name@email.address.com. In today's world of junk email, many email servers are configured to reject any email that appears to be spam. If your email server is rejecting your email please make sure you have filled out the settings correctly, e.g. valid To and From addresses are used. You can enter multiple email addresses by separating them with semi-colons or commas, e.g. you@email.com; you@yahoo.com

 

From: The email address of the sender. Variables can be used. This is usually a full email address, e.g. name@email.address.com. It is usually the same as the To email address, however, for debugging purposes (e.g. to check if your email is being rejected) you may want to use a different email address. Note that some servers will reject emails if the from address does not exist on the server.

 

Subject: The subject of the emails that store your files. Note that you can use a range of variables to help you see which files are in which email message, although you don't strictly need to know this (as you should use SyncBackPro to restore/sync the files).

 

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.

 

Retrieving Server Connection Details

 

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.

 

Folder: If you are using an IMAP4 or Microsoft Exchange email server then you can optionally enter the name of the folder to retrieve your files from. Note that you can use variables here. Also, you may need to first create the folder on your email server. It is important to remember that SyncBackPro cannot choose where to store your files as that is controlled by your SMTP/Exchange server (where your files are stored depends on the settings on your SMTP/Exchange server). This setting defines which folder to retrieve your files from.

 

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 POP3/IMAP4 email server 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 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.

 

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.

 

Important notes about using backup to email

 

Backup to email should not be your primary backup location!

Use a dedicated email account to store your files. This allows SyncBackPro to delete any non-backup related emails, e.g. spam.

There can be a potentially long delay between sending an email and it being stored in your email inbox, so do not run the backup too frequently.

Email servers may have flood control to stop many emails from one address/server.

Most email servers have a limit on the size of attachments. This means you may not be able to backup large files. To get around this it is recommend you use single Zip compression with splitting (not spanning).

Use Deflate64 and maximum compression level. This reduces the amount of space used on your email server and also reduces the time it takes to send and receive files.

Use 256-bit AES encryption (with compression) if your files contain private/sensitive information.

If you use splitting with compression then note that a split Zip file cannot be updated. This means it will be a full backup every time.

If you have very large files you should use single Zip compression with splitting (set the split size as appropriate).

If you have many small files it is recommended you use multi-zip compression.

When using single zip, if the Make safe copies option is not enabled, then it will delete the existing Zip file(s) before uploading the new one(s).

It is recommended to mask the attachment filename to avoid the email from being blocked.

 

Gmail

 

If you are using a Gmail account, the following explains how to configure it so it can be used with SyncBackPro:

 

Login to your Gmail account

Click Settings link in top-right

Go to Forwarding and POP tab in Settings

Enable Enable POP for all mail (even mail that's already been downloaded)

Change When messages are accessed with POP to keep Gmail's copy in the Inbox

Click Save Changes

 

The problem with Gmail is that it sometimes forgets these settings and so you may have the problem of SyncBackPro saying there are no emails. This is because the Gmail POP server is saying there aren't any emails because the Enable POP for all mail setting is sometimes "forgotten" by Gmail.  Also, sometimes Gmail doesn't appear to delete emails that SyncBackPro asks it to delete.

 

 

 

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