Losing access to important emails, such as invoices, legal notices, or business conversations, can cause serious problems. Webmail accounts are convenient, but they are not designed as long-term storage solutions. Server issues, accidental deletion, account suspension, or cyberattacks can lead to permanent data loss.
That’s why creating a secure backup of all webmail emails is no longer optional; it’s essential.
In this guide, you’ll learn how to backup webmail emails to computer or another email account, understand the safest methods available, and choose the right approach based on your needs.
Why You Should Archive Webmail Emails (Real Use Cases)
Users usually look to back up webmail emails when they face one of these situations:
- Protection Against Data Loss: Emails can be deleted accidentally or lost due to server failures. A backup ensures recovery anytime.
- Legal, Audit, or Compliance Needs: Businesses often need offline email records for audits, legal disputes, or compliance requirements.
- Storage Limit Issues: Webmail providers impose mailbox limits. Archiving old emails locally frees up server space.
- Offline Access: A local backup allows you to access emails without an internet connection.
- Platform Migration: If you plan to move emails to another service later, having a backup simplifies migration.
How to Save Webmail Emails to Computer Manually?
You can save your Webmail emails to your computer using the Outlook application. Start by adding your Webmail account to Outlook, then export the mailbox data to your local storage. This method ensures your emails are securely backed up and accessible offline. Follow the steps below to back up your Webmail emails to your computer.
Step 1. Launch MS Outlook and click on File menu.
Step 2. Now, click on Add Account option.
Step 3. Enter your email, click “Advanced options,” check “Manual setup,” and press “Connect.“
Step 4. After that, Select the Account Type as IMAP.
Step 5. Enter the server details, check “Require logon using Secure Password Authentication,” and click “Next.“
Step 6. Enter the Password of Webmail email account and click Connect.
Step 7. You will get a success notification if the account has been set up properly.
Now, your Webmail email account is added in Outlook application.
Step 8. Now, Navigate to Open & Export >> Import/Export section.
Step 9. Select Export to a File and click on Next.
Step 10. Choose Outlook Data File (.pst) and press Next.
Step 11. After that, Select the Webmail folder that you want to backup and press Next.
Step 12. Enter server details, check “Secure Password Authentication,” and click “Next.“
You can manually backup Webmail account to computer, but this method has limitations and can be time-consuming.
Why Manual Approach is Not Efficient?
- The process has multiple steps, which can be confusing for non-technical users.
- It takes a lot of time, especially if you have many emails.
- You need Outlook installed on your system. If the import/export option is disabled, you won’t be able to back up your emails.
Because of these issues, the manual method is not always the best choice. To make the process easier and faster, using a professional tool is a better option.
How to Download Emails from Webmail Account to PC Automatically?
With the help of Xtraxtor, you can easily backup all or select emails from your webmail accounts. The tool directly downloads emails from your webmail account locally in a few clicks. Moreover, you can also select the important email folders -inbox, sent, draft, etc., and download them only.
Additionally, various filters can search emails by to, from, cc, bcc, name, date, time, etc.
You can try the demo version of the software to know more about it. Click the link to download it.
Steps to Backup Webmail Emails with Attachments
Step 1. Firstly, download the Xtraxtor tool on your system.
Step 2. Now, click on Open >> Email Accounts >> Add Account.
Step 3. Enter your Webmail Credentials and click on the Add button.
Step 4. After that, click on Export and Select any file format to backup Webmail emails.
Step 5. At last, browse the destination location and press the Save button.
Done! Here starts the process. Now the tool will start backing up your webmail emails to your selected file formats.
Why Use Webmail Backup Tool by Xtraxtor?
This backup wizard has various prominent features that efficiently backup webmail emails. Let’s take a look at them –
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- Backup Emails Directly from Webmail: This tool downloads emails straight from Webmail accounts. Just add your account, choose a format, and start the backup. It supports backup Gmail emails, Yahoo, Zoho Mail, Yandex, and more.
- Smart Filters for Easy Selection: Use filters to find and back up only the emails you need. This helps avoid saving unnecessary messages.
- Save Emails in Different Formats: Export webmail emails to PST, OST, PDF, MBOX, EML, or MSG. This ensures you can access them later, even if your Webmail account is unavailable.
- No Data Loss: The tool saves emails without changing any content. It keeps attachments, formatting, and all details intact.
- Keeps Folder Structure the Same: Your emails stay organized as they were in Webmail. The tool does not change the folder structure or format.
- Simple and Easy to Use: The software has a user-friendly design. Anyone, even without technical knowledge, can back up emails without trouble.
Conclusion
Here in this post, we learn the manual and automated way to backup webmail emails to your system. Although the manual solution saves your emails, its efficiency depends on the results. On the other hand, the Xtraxtor is a secure and efficient tool to back up your important emails without any data loss with 100% accurate results. You can try the bot the solution and find the right one for you.