Difference Between Mail Backups and Archiving

Difference Between Mail Backups and Archiving and
How This Mac Mail Archive Tool Can Help

The difference between Mail backups and Archives is discussed in this article including a Mac Mail Archive Tool that can help you manage both.

Mail backups and archives are commonly mistaken for the other, but the two are only similar as far as data storage in concerned. However there is a lot of difference between the two as you will notice below;

Quick definition

Mail Backups – is saving information in a non-volatile storage device (either local hard disk or external storage media) the primary intention of creating Mail backups for data recovery when the original data gets corrupted, damaged or becomes obsolete.

Mail Archive – on the other hand, archiving mail is saving data files together with their metadata and other properties for the sole intention of long-term preservation and data retention. Letters in the archives cannot be restored, modified or updated. However, it can be read at any time.

Key differences


  • Backups – when you backup mail data you are essentially creating copies of the originals in your email account. Mail backups include both current and old information which you can update and modify whenever you like. If the backup gets corrupted or is accidentally deleted, you can always create another backup file since you still have the originals in your email account. 
  • ArchivesMac Mail Archive Tool to preserve data files, you are making a permanent storage of old or inactive files that cannot be updated. The data stored in the archives are the originals, and therefore, if your archive folders get corrupted, you lose your entire data files. Data archiving, therefore, is creating a future proof long-term protection of mailbox files that can only be viewed for reference purposes. 


  • Backups – Creating backups is way faster than archiving especially if it is a subsequent backup. After the first initial mail backup (which might take longer) all other following backups only include the changes made to the existing files or new files added to the email account. Recovering data in the backup is also very easy. You can always choose the files or folders you wish to restore when there is an overwritten or corrupted file on the email account. 
  • Archives – Creating data archives takes a longer period of time because all information in the account is processed. When making an archive of your current Outlook Mail, for example, the Mac Mail Archive Tool will allow you to choose all emails, attachments, schedules, contacts and other entries in your mailbox which will naturally take longer to process.

Also, like mentioned earlier, you cannot restore data from your archives, you will only be able to view the data using the mail viewer function provided by the Mac Mail Archive Tool.

Deciding between the two methods of storing data

You can always backup your data regularly so you can restore the latest updates of your emails when you have a data emergency. The Mac Mail Archive Tool supports mail backups for all the main email clients. Moreover, this tool allows you to set automatic backups either on your local disk or external storage.

The best time to create archives is when your email account gets full, or you wish to close the account permanently and move to another platform. If your account starts to download emails slow or fail to open, then you can clean it up by archiving your emails and deleting the current copies on the account. If you also wish to migrate from Outlook Mac Mail for example, then you can use the Mac Mail Archive Tool to save your information for future reference.

Why you should use the Mail Archive Tool

The Mail Backup X combines both the backup function and mail archiving which provides better value than purchasing two separate tools. Additionally, this application this application supports a wide variety of email clients thus offering the flexibility and convenience to switch from one email client to the other.

You can try out this tool free-of-charge for two weeks to experience the solutions it has to offer for your mail data storage needs. Please visit http://www.mailbackupx.com/ and grab your free copy.