Sunday, May 26, 2013

SyncBack Pro Email Backup



Expert Mode: Backup Email

This profile settings page can use and create shared settings.

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.

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.

POP3/IMAP4 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.

·POP3 or IMAP4: Choose the type of server used to retrieve emails. Typically it is a POP3 email server. 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.

·IMAP Folder: If you are using an IMAP4 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 IMAP4 server. It is important to remember that SyncBackPro cannot choose where to store your files as that is controlled by your server.

·Port: The port number of your POP3/IMAP4 email server. It is recommended you leave it as zero (then SyncBackPro will use the default port number based on your settings).

·Must login to POP3/IMAP4 server: If you must login to your POP3/IMAP4 email server then tick this checkbox and enter your login username and password. Note that some servers require a login whereas others may fail if you do login. Check with your email provider or systems administrator.

·Prompt 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.

·SSL/TLS connection method: If your POP3/IMAP4 email server requires an SSL/TLS 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 TLS command is for POP3 email servers only. It is different from the direct setting in that it connects to the POP3 server then requests that the connection be encrypted by sending a special command to the email server. Choose this option if your POP3 server does not support a direct encrypted connection.

Filenames

·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.

·Sub-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.


Backup (from) email

Some special variables can be used in the EML filename and sub-folder when performing a backup of email (Pro version only).

%EMAIL_ID% Unique email message ID. The format is decided by the email server. Note that this value can be empty so you may wish to use EMAIL_IDORMD5 instead.
%EMAIL_MD5% The MD5 hash value of the email header.
%EMAIL_IDORMD5% If the email has a message ID, then it is the message ID, otherwise it is the MD5 hash value of the header.
%EMAIL_SUBJECT% Email subject. Note that the subject can be very long, so it is recommended that you let SyncBackPro truncate it by using %EMAIL_SUBJECT32% or %EMAIL_SUBJECT64%
%EMAIL_SUBJECT32% The first 32 characters of the email subject.
%EMAIL_SUBJECT64% The first 64 characters of the email subject.
%EMAIL_SIZE% Size of email in bytes. This is not the size of the EML file.
%EMAIL_DATE% Date email sent. The format used is the short date format set in Windows.
%EMAIL_TIME% Time email sent. The format used is the long time format set in Windows.
%EMAIL_DATEYEAR% Date email sent (year).
%EMAIL_DATEMONTH% Date email sent (month). This is always two digits, e.g. 03 for April.
%EMAIL_DATEDAY% Date email sent (day). This is always two digits, e.g. 05 for the 5th day of the month.
%EMAIL_DATEHOUR% Date email sent (hour) in 24-hour format. This is always two digits, e.g. 09 for 9am.
%EMAIL_DATEMIN% Date email sent (minute). This is always two digits, e.g. 05 for 5 minutes past the hour.
%EMAIL_DATESEC% Date email sent (second). This is always two digits, e.g. 03 for 3 seconds past the minute.
%EMAIL_FROMNAME% From friendly name. If there is no sender's friendly name then the email address is returned (as per %EMAIL_FROMADDRESS%).
%EMAIL_FROMADDRESS% From email address.
%EMAIL_REPLYTO% Email address to reply to.
%EMAIL_FIRSTTONAME% To friendly name (of first recipient). Note that an email can be sent to more than one person, so this refers to the first person in the To list. If there is no friendly name then the email address is returned (as per %EMAIL_FIRSTTOADDRESS%).
%EMAIL_FIRSTTOADDRESS% To email address (of first recipient). Note that an email can be sent to more than one email address, so this refers to the first email address in the To list.
%EMAIL_IMAPFOLDER% The name of the IMAP4 folder the email is being retrieved from. Note that this will be an empty string if IMAP4 is not being used. The value is modified to ensure it is a valid Windows file/folder name. This means it can be used in the EML filename and sub-folder settings.


Recommend for Sent folder(s):

Filename of EML files:

%EMAIL_FIRSTTOADDRESS% %EMAIL_DATEYEAR%%EMAIL_DATEMONTH%%EMAIL_DATEDAY%-%EMAIL_DATEHOUR%%EMAIL_DATEMIN%%EMAIL_DATESEC% %EMAIL_FIRSTTONAME% %EMAIL_SUBJECT64%.eml

Sub-folder to export the emails and attachments to:

\%EMAIL_FIRSTTOADDRESS%\%EMAIL_DATEYEAR%%EMAIL_DATEMONTH%%EMAIL_DATEDAY%-%EMAIL_DATEHOUR%%EMAIL_DATEMIN%%EMAIL_DATESEC% %EMAIL_FIRSTTONAME% %EMAIL_SUBJECT64%\

Recommend for Inbox folder(s):

%EMAIL_FROMADDRESS% %EMAIL_DATEYEAR%%EMAIL_DATEMONTH%%EMAIL_DATEDAY%-%EMAIL_DATEHOUR%%EMAIL_DATEMIN%%EMAIL_DATESEC% %EMAIL_FROMNAME% %EMAIL_SUBJECT64%.eml

\%EMAIL_FROMADDRESS%\%EMAIL_DATEYEAR%%EMAIL_DATEMONTH%%EMAIL_DATEDAY%-%EMAIL_DATEHOUR%%EMAIL_DATEMIN%%EMAIL_DATESEC% %EMAIL_FROMNAME% %EMAIL_SUBJECT64%\