Backing up your Emails

We live in a digital age, which has its merits, and one of these merits is email. Can we remember what life was like without it? Email is now so essential that when most people get asked their address, this is what they think of first. For our personal and business lives, it is extremely hard to think what life would be like without it.

In the new millennium, there are no other means of communication more important than emails. These days, it is safe to say that a company would not be able to survive without it, and this is why data recovery has become crucial. It is something so fundamental to business practice, yet just like, for example, taking out life insurance, it is something that we as a business community find it difficult to imagine. To lose all of your emails is unthinkable, but what if the unthinkable happens?

Email can be separated into two categories – offline and online.


Examples of emails that are online include Gmail, Yahoo, and Hotmail. These digital communication tools are used with the help of any one of a number of web browsers and are stored online. One would assume that with names like Yahoo that there is a guarantee that data will be safe and our emails will never be lost. In a perfect world this would be true, but unfortunately, there are never any 100 per cent guarantees.


Emails offline are operated by using software such as Microsoft Outlook, and these types of programmes will connect directly to an email exchange server. If this has been set up correctly, then your emails will be stored to hard disk. The disadvantage of this system is that emails are stored on the machine that has the software on it. Obviously, this system relies on the fact that your hard drive will never fail because if it does you have got serious problems. Emails that are stored on hard disc are at the mercy of the health of the disc, which is not always perfect. However, emails stored on local disc are simple to backup if you know what you are doing.

Backing up emails in Outlook Express is easy, and can be done by storing them externally to another hard drive or thumb drive (USB). The key here is to backup on a regular basis.

Being safe and using proper codes of practice with you emails will mean that data recovery will never be needed.