Best Email Backup Software in 2025

What are Email Backup Softwares?

Email backup software allows you to save copies of your email messages, attachments, and contacts to a secure location. They can be on a local hard drive, cloud storage, or an external drive. Email backup software can help you recover lost or deleted emails, protect your data from cyber attacks, and ensure your valuable information is always accessible. 

Email backup software is crucial for businesses or individuals who want to protect their valuable data. With the increasing frequency of cyber-attacks and data loss, it's essential to have a reliable backup system in place. This guide will explore the different types of email backup software, their features, and how they can help you protect your data.

How do we evaluate and select the best Email Backup Software for you?

When choosing the best email backup software for your specific needs, there are several factors we consider which includes:

• Compatibility: We ensure the software is compatible with most of the email provider and operating system. This will ensure that you can quickly backup and restore your emails.
• Cost: We consider email backup software of different price range and select the software that are cost efficient. Some options are free, while others require a monthly or annual subscription fee. We Weigh the cost against the features and benefits the software offers.
• User requirements: We consider what a user need from the software. Do the user need to backup and restore emails manually, or do the user prefer automatic backups? Do the user need to backup email attachments, contacts, or other data? We make a list your requirements and look for software that meets them.
• Security: Email backup software should have robust security features to protect your data from cyber-attacks and unauthorized access. That is why we look for software that uses encryption and other security measures to keep your data safe.
• Backup and restore: The software should have easy-to-use backup and restore functions. So we ensure that the software can quickly and easily backup and restore your emails in case of data loss or corruption.
• Performance: The software should be fast and efficient, with minimal impact on your computer's performance. So we choose software that allows up your laptop or takes up a little storage space.
• Reviews and ratings: We read reviews and ratings from other users to understand the software's performance and reliability. Then select software that has a high rating and positive reviews.

How does Email Backup Software work?

Email backup software is a powerful tool that helps you protect your valuable data. The software works by creating a copy of your email messages, attachments, and contacts and storing them in a secure location. This can be a local hard drive, cloud storage, or an external drive.

When you need to restore your data, the software can easily retrieve the backup and restore your email messages, attachments, and contacts. This can be done manually or automatically, depending on your preferences. The software typically has a user-friendly interface that allows you to quickly backup and restore your data. It may also have options for scheduling backups, setting up automatic backups, and choosing which data to backup.

One of the key benefits of email backup software is that it helps you protect your data from cyber-attacks and data loss. For example, if your email account is hacked or your computer crashes, you can quickly and easily restore your data from the backup. Another benefit of email backup software is that it can help you streamline your business processes. For example, if you need to access old emails or attachments for a project, you can easily retrieve them from the backup.

In addition to protecting and streamlining your email data, email backup software can help you comply with regulatory requirements. For example, if you are in a regulated industry, such as healthcare or finance, you may be required to retain email data for a certain period. Email backup software can help you quickly comply with these requirements. Overall, email backup software is a powerful tool that can help you protect your valuable data, streamline your business processes, and comply with regulatory requirements. By understanding how the software works and how it can assist you, you can decide which software is right for your specific needs.

Must Have Features of Email Backup Software 

When choosing an email backup software, there are a few key features to keep in mind:

1. Multi-Device Email Backup: Email backup software lets you do file backups at multiple locations like flash drive, hard drive and local disks. It is also easy to do incremental as well as differential backups with the software.
2. Automated Backups: The software should allow you to schedule regular backups (e.g., daily, weekly) to ensure your email data is protected without manual intervention.
3. Incremental Backups: To save storage space and bandwidth, opt for software that backs up only changes since the last backup rather than the entire mailbox each time.
4. Multiple Email Account Support: Handles backups for various email providers (Gmail, Outlook, Yahoo, etc.) and protocols (POP3, IMAP).
5. Flexible Backup Storage: Offers the ability to store backups locally on your computer, an external hard drive, or on cloud servers (like Google Drive, Dropbox, etc.).
6. Email filter: The Gmail backup software offers an email filter for setting the time interval for storing Gmail backup emails.
7. Password Protection: Adds an extra layer of security to prevent unauthorized access to your backup files.
8. Secure Data Transfer: Utilizes secure protocols (like SSL/TLS) when transferring backup data to the cloud.
9. Easy Restoration: Simplifies recovery of entire mailboxes or individual emails to their original location or an alternative one.
10. Search Functionality: Helps you quickly find and restore specific emails within your backups via search options
11. PST or Other Format Exports: Creates backups in formats (e.g., PST for Outlook) that you can readily use or transfer.
12. Backup schedules: Email backup tools are best for creating automated backup schedules – day wise, week wise and month wise.
13. One-click email restore: Email backup solutions can be used for one-click restore on Gmail & Outlook along with easy email migration.
14. Robust Encryption: Protects your sensitive email data both during backup and at rest using strong encryption.
15. Email viewer: Email backup service solutions provide a built-in email viewer that can be used for reading emails from any device.
16. Cloud to cloud backups: Email backup software is ideal for creating cloud to cloud email backups from public email services like G Suite & Microsoft Office, and from private email services.
17. Social media integration: Email back up tools integrate well with apps like Twitter, WhatsApp and Facebook to archive conversations around your brand.
18. Folder structure & email properties: Email backup service tools help maintain folder structure and email properties during the email message backup process.
19. Batch mode: Batch mode can be used to take backups from several online accounts once all the account credentials get submitted.
20. Filtration & proxy settings: This feature in email backup solutions supports super easy backups for the chosen webmail mailboxes.

By choosing an email backup software that has these features, you can ensure that your emails are always backed up and protected.

What are the benefits of Email Backup Software?

Email backup software can provide many benefits for businesses, including:

• Increased productivity: Businesses can save time and effort by automating the process of backing up emails. This can free employees to focus on other tasks, such as generating new leads or providing customer service.
• Improved efficiency: Email backup software can help businesses improve their efficiency by making finding and restoring emails easier. This can save time and hassle and help companies to retain essential data.
• Cost savings: Email backup software can help businesses save money by reducing the risk of data loss. If a company loses its emails, recovering them can be very expensive. Email backup software can help to protect businesses from this risk by providing a secure and reliable way to back up emails.
• Improved customer service: Email backup software can help businesses provide better customer service by making it easier to find and restore emails. For example, suppose a customer has a question about a previous order. In that case, a company can quickly and easily find the relevant emails and provide the customer with the necessary information.
• Increased sales: By automating the process of backing up emails, businesses can free up sales reps to focus on generating new leads. This can lead to increased sales and revenue.
• Reduced risk of data loss: Email backup software can help businesses decrease the risk of data loss by providing a secure and reliable way to back up emails. This can protect businesses from the financial and reputational damage resulting from data loss.

Best Email Backup Software Comparison

Top 10 Email Backup Software Comparison
Softwares	Email Backup Software Key Features	Prices
Acronis	Data protection software, Backs up files, folders, and entire systems, Protects data from ransomware and other threats	₹3,550
MDaemon Security Gateway For Email Servers	Protection from external and internal email threats, Anti-spam and anti-virus protection, Email encryption and data loss prevention	₹14,000
DRS OST to PST Converter	All-in-one data recovery software, Recovers deleted or corrupted emails and attachments, Converts OST files to PST files	Price On Request
Easeus Data Recovery Wizard	Data recovery program, Recovers deleted or lost files from hard drives, USB drives, and other storage devices, Supports a wide range of file types, including photos, videos, documents, and emails	Price On Request
Zoho Email Backup Software	Complete email backup software, Backs up emails from a variety of email providers, including Gmail, Office 365, and Yahoo Mail, Provides multiple backup options, including local backups, cloud backups, and remote backups	Price On Request
iDrive	Cloud storage software, Stores files and folders in the cloud, Protects data from data loss and ransomware	₹4,865
MailsDaddy Outlook PST Repair	Outlook recovery software, Repairs corrupted or damaged PST files, Recovers deleted or lost emails, contacts, and other Outlook data	Price On Request
Veeam Backup & Replication	Data backup software, Backs up virtual machines, physical servers, and cloud workloads, Provides fast and reliable backups and restores	₹20,000
RecoveryTools nMigrator	Email backup software, Backs up emails from a variety of email providers, including Gmail, Office 365, and Yahoo Mail, Provides multiple backup options, including local backups, cloud backups, and remote backups	Price On Request
RecoveryTools Outlook PST Migrator	Email backup software, Backs up emails from Microsoft Outlook, Provides multiple backup options, including local backups, cloud backups, and remote backups	Price On Request

How to choose the right Email Backup Softwares?

When choosing an email backup software you should check for the following things

• Automatic backups: The software should automatically back up your emails on a regular basis. This will ensure that your emails are always backed up, even if you must remember to do it manually.
• Multiple backup options: The software should offer various backup options, such as local backups, cloud backups, and remote backups. Knowing that your emails are backed up in multiple locations will give you peace of mind.
• Compatibility: Make sure that the software is compatible with your email system. Not all email backup software is compatible with all email systems, so checking before you buy is essential.
• Cost: Email backup software can range in price from free to hundreds of dollars per month. Choose a software that fits your budget and your needs.
• Functionalities: Consider the features that are important to you. Some email backup software offers many features, while others are more basic. Choose a software that has the features that you need.
• User requirements: Consider the technical skills of your team. Some email backup software is more complex to use than others. Choose software that is easy to utilize for your team.
• Security: Ensure the software uses strong encryption to protect your data.
• Reliability: Choose software that has a good reputation for reliability. You don't want to lose your emails because of a software glitch.
• Easy to use: The software should be easy to operate, even for non-technical users. You should be able to set up and use the software without hassle.
• Customer support: Make sure that the software provider offers good customer support. You may need help with the software at some point, so choosing a provider that provides responsive and helpful support is essential.

Who uses Email Backup Softwares?

Email backup software is used by a wide range of individuals and organizations, including:

• Individuals: Email backup software can be used to protect their emails. This is especially important for people who rely on email for business or personal communication.
• Small businesses: Email backup software is essential for small businesses. Small businesses often need help to afford to lose their emails, as this can lead to lost revenue and productivity.
• Large businesses: Large businesses also use email backup software to protect their emails. Email is a critical part of communication for large companies, and losing emails can be very costly.
• Government agencies: Government agencies use email backup software to protect their emails. This is especially important for agencies that deal with sensitive information.
• Educational institutions: Educational institutions use email backup software to protect their emails. This is important for students and faculty, as they often rely on email for communication and collaboration.

By backing up their emails, individuals and organizations can protect themselves from data loss and ensure their emails are always available when needed.

Modules of Email Backup Softwares

Email backup software typically includes a variety of modules to provide comprehensive email protection. These modules can include:

• Backup module: The backup module is responsible for backing up emails to a secure location. The backup module can be configured to back up emails regularly, such as daily or weekly.
• Restore module: The restore module is responsible for restoring emails from a backup. The restore module can be used to restore individual emails or entire mailboxes.
• Management module: The management module manages the email backup software. The management module can be used to configure the backup and restore settings and monitor the software's status.
• Security module: The security module protects the email backup software from unauthorized access. The security module can be used to configure security settings, such as user authentication and encryption.
• Deduplication module: The deduplication module removes duplicate emails from backups. This can reduce the size of backups and improve performance.
• Compression module: The compression module is responsible for compressing backups. This can reduce the size of backups and make them easier to store.
• Encryption module: The encryption module is responsible for encrypting backups. This can help to protect backups from unauthorized access.
• Reporting module: The reporting module generates reports on the status of the email backup software. This can help administrators to monitor the software and identify any potential problems.

Implementation of Email Backup Softwares

Email backup software can be implemented in various ways, depending on the specific software and the organization's needs. Some of the most common implementation methods include:

• On-premises implementation: On-premises implementation involves installing the email backup software on a server within the organization's network. This method gives the organization complete control over the software and the data it backs up. However, on-premises implementation can be more expensive and complex than other methods.
• Cloud-based implementation: Cloud-based implementation involves using a third-party provider to host the email backup software and store the backups. This method is typically less expensive and complex than on-premises implementation but can also be less secure.
• Hybrid implementation: Hybrid implementation involves a combination of on-premises and cloud-based implementation. This method allows organizations to take advantage of the benefits of both methods. For example, an organization could install email backup software on a network server and use a cloud-based service to store backups.
• Security: The security of the implementation method is a critical consideration. Organizations should choose an implementation method that provides the necessary level of protection for their data.
• Cloud-based implementation: Cloud-based implementation can back up emails from various email providers, including Gmail, Office 365, and Yahoo Mail.
• Hybrid implementation: Hybrid implementation can be used to back up emails from a variety of email servers and email providers. For example, an organization could use on-premises implementation to back up emails from its Microsoft Exchange server and cloud-based implementation to back up emails from its Google Workspace account.

By carefully considering the factors discussed above, organizations can choose the best implementation method for their email backup software.

How much does Email Backup Software cost?

Email backup software can range in price from free to hundreds of dollars per month. The cost of the software will depend on the features you need and the number of users you have.

There are many free email backup software solutions available. These solutions typically offer basic features, such as automatic backups and multiple backup options. However, they may provide only some necessary features, such as deduplication, compression, and encryption. Basic email backup software typically costs between $10 and $20 per monthly user. 

These solutions typically offer all of the features of free email backup software plus additional features, such as deduplication and compression. Enterprise email backup software costs between $30 and $50 per monthly user. These solutions usually offer all of the features of standard email backup software plus additional features, such as advanced security features and support for large deployments.