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How to find an email archived in Gmail and backup them easily?

gmail archive emails

Finding archived emails is one of the common problems faced by Gmail users. They may have accidentally archived an email themselves. Both those who are new to the service and those who have time with the account, but who are discovering this problem for the first time, should not immediately panic. After all, the important message that was archived can still be recovered. Even if you are not seeing it in your Inbox because it is archived, the message still exists.

What is archived email?

Of all the email applications that a person can use, Gmail is one of the most popular options. This is a free email service offered by Google. Through Gmail, you can not only send and receive emails, it also can store messages, as well as search for specific messages. With Gmail, successive messages related to each other will automatically be arranged in a conversational thread.

By default, this email service is configured to archive messages rather than delete them. This means that even if you can’t see the message in the Inbox, you can still search for it. Archiving email means that messages are stored in the Archive folder, while Delete means moving messages to the Trash folder. A good analogy for archiving is when you have document folders (messages) archived in a filing cabinet (File Folder).

When you have accidentally filed in Gmail

When archived, the message is not seen in the Inbox. Your inbox will not be saturated with messages you have already read. The good news is that even when you can’t see it in the inbox, the message still exists and you can search for it.

There are several cases when an email is accidentally filed. One of them is when you are trying to move the messages to a folder but they are accidentally archived. The archive folder is different from gmail archive folders where there is a tag that you can go to immediately when you want to gmail archive folders.

However, you have intentionally archived a message. For example, you may have received an email with important personal information. Rather than moving the message to a user-added folder, archiving it is a more convenient and secure way to keep that message.

How to find an email archived in Gmail

In fact, there is no FILE tag in Gmail. For novice users of such an application, it can be difficult to recover messages that have been accidentally archived. Unlike other user-added folders where you simply have to go to the right label to retrieve a message, the method of retrieving messages from the archive folder is different.

There are two options available for users to find an email archived in their Gmail account.

The first option: use the Gmail website.

  1. First of all, you must log in to your account on the Gmail website.
  2. Once you’re signed in, you’ll need to search for the archived message through the search box at the top of the page. Archived messages may appear in the search result if you use the appropriate keywords. The best way to use the search result is to enter any of the following information: sender, part of the email body, subject, or any other part of the email.
  3. You can also look through the labels. Some messages were archived but were previously tagged. Even if you have accidentally archived the message, it will still appear under the tag it was marked with first. To find the tags, you can go to the left tab of the page and see what is available.
  4. If the label you are looking for is not easily seen on the left tab, then you have to click on the more option on the menu. Once you click on MORE, you will see the ALL MAIL option. This option, once chosen, will allow you to see all the messages of the account. It doesn’t matter if the messages are tagged or not. Also, it doesn’t matter if the messages are archived or not. Note: To determine if a message is archived or not, there should be no tag attached to it.
  5. If you want to return the message to the inbox, just select that message. Once the check mark appears in the box, go to the MOVE TO icon at the top of the page. This icon looks like a file folder. Click on it and proceed to choose INPUT TRAY. Now you have successfully retrieved the message in your inbox. Also, the recovered message will be classified according to its original date.

The second option: Use the Gmail mobile application.

  1. You have to open the Gmail application on your smartphone. When doing so, you must ensure that you are logged in to their Gmail account to access it through said application.
  2. Use the search box to find the archived message. Similarly, by using the Gmail website, you can get archived email search results as long as you enter the sender, part of the message body, subject, or any other part of the message. Tap the magnifying glass to continue the search.
  3. Some labels appear in the Gmail app. You just have to see the labels. Don’t forget to tap the MENU button at the top left of the screen. Scroll down to ALL MAIL. Once you find the message, you can decide if you want to put it back in the inbox. To put it back in the Inbox folder, press the MENU button again. The options will appear. All you have to do is choose the MOVE TO RECEIVED option. Once selected, the archived message will be moved back to the Inbox folder.

What Is the best way to gmail archive and Backup Gmail emails?

Which app can help me back up Mails from Gmail / Yahoo / POP / IMAP on Mac?
Is there a disaster recovery app for Mails from Gmail / Yahoo / POP / IMAP on Mac?

How do I export Mails from Gmail / Yahoo / POP / IMAP on Mac? 
Have your ever lost your mails from  Gmail / Yahoo / POP / IMAP on Mac and looking for a solution to avoid  such a situation again? 

Did you arrive on this page looking for these questions, then you have found the right solution for your questions. Nothing is forever, not even emails! We have tried to get closer to our “forever” concept by developing what is known today as the: Mail Backup X.

For personal or professional reasons, having a backup, in general, is for most people a way of life, so why not try it for your emails?

You can be an Gmail or Yahoo user or have an POP / IMAP Based Email service provider, either one, you can start backing up important emails to avoid any awkward situation in future!

The Mail Backup X is more than just a backup tool for emails, it`s a tool where you can set concrete backup intervals, search for any email you need at any moment,  A tool to take backup on Portable USB  Drives or burn backups on CD or DVDs, it`s  series of software in one!

Step By Step Guide on Backing up Mails from Gmail / Yahoo / POP / IMAP on your Mac 

Step 1 : Please download and install the Mail Backup X Application on your Mac. Please follow the link for Install Instructions

Step 2 : Once the installation is completed. Launch Mail Backup X from the Applications / Quick Launch Menu 

Step 3 : You may start the fully functional trial run of 15 days or if purchased Activate the Application.

Step 4: You will be presented a choice to set up a New Backup Profile. Please Choose Setup a New Backup Profile

Postbox Mac Mail Client backup Profile Setup with Mail Backup X

Step 5 : You Will be presented options for Mail Clients / Services > Choose Gmail / Yahoo / AOL / IMAP / POP depending on which service you would like to be set up for backup on your Mac and preceed to next step.

Choose Gmail/ Yahoo/ Aol/ IMAP/ POP to Backup Apple Mail on Mac

Step 6 (a): You will be requested to enter username and password, App will automatically set server options for Gmail accounts.

Enter Username and password for the service you opted for

Step 6 (b) : Where as for other service providers, you will be requested to enter server settings as per suggested by your mail service provider.

Specify custom settings for mail service providers other then gmail

Step 7 : You will be presented with folder structure from Gmail / Yahoo / AOL / IMAP / POP based on service provider setup for backup on your Mac by you. Please select/ deselect the folders you would like to backed up from Postbox Mac Mail Client.

Select the Folders from gmail / yahoo/ AOL / IMAP / POP Service Provider you would like to be backed up on Mac

Step 8 : Now you are presented with Advanced options like Frequency of Mail backup ( select Automatic as its recommended or you may choose the days and time frame for backup) , You may also choose to add and setup Mirror locations for multiple copy of backups for extra security. You May also activate the Auto USB Sync. So, when ever you connect the USB drive, It automatically copies and syncs a copy of local backup to the USB Disc in the background automatically. 

Choose Settings that you prefer for Mail Backup of Gmail / Yahoo / AOL / IMAP / POP Mail Service Providers

Step 9: Backup Profile is setup and now your mails from Gmail / Yahoo/ AOL / IMAP / POP Mail service provider are set to be backed up as per the options and settings you select during the previous steps.

Mail Backup X Back up profile is now setup for Gmail / Yahoo / AOL / IMAP / POP Mail Service Provider on your Mac

This program is very simple to use and quite useful to create a backup of Gmail. It also offers other configuration aspects that we can see. For example, having them saved on our computer and erased from the inbox after a while. In this way we save space, very useful if we have a full tray.

It should also be mentioned that we can configure a Gmail backup to be done automatically. We simply have to select when to do it and the program will only do it.

In short, Mail Backup X is an interesting tool to create gmail account backup email. As we have said, it is the most used and popular email service today.