What if your emails vanished tomorrow?
That thought is a nightmare for any business. Your entire communication history, client data, and crucial attachments could be gone forever.
A single system crash or malicious attack can cause potentially devastating information loss, derailing your operations and destroying client trust.
According to InvenioIT, a staggering 67.7% of businesses experienced major data loss last year. This startling figure shows just how vulnerable your communications are without a dedicated backup plan.
But you can prevent this from happening to you. The right software provides a vital safety net to secure your critical communications and ensure business continuity.
While securing your email data, understanding how email encryption software works is also crucial for overall protection.
In this guide, I’ll show you the best email backup software for 2025. I’ve reviewed the top options to help you protect your most valuable data.
You’ll find a solution that offers peace of mind with easy recovery, strong encryption, and protection from any threat.
Let’s get started.
Quick Summary:
| # | Software | Rating | Best For |
|---|---|---|---|
| 1 | Dropsuite → | Large cloud service users | |
| 2 | Veeam → | IT managers & small businesses | |
| 3 | BackupAssist → | IT managers & small businesses | |
| 4 | Mimecast → | IT managers & small businesses | |
| 5 | Acronis → | Mid-sized & enterprise firms |
1. Dropsuite
Worried about unexpected email data loss or breaches?
Dropsuite ensures your critical business email and Microsoft 365 data is [safely and securely backed up]. This means you can protect your data across cloud services like Microsoft 365, Google Workspace, and more from cyber-attacks and human errors. You will gain peace of mind knowing your critical communications are backed up. This helps maintain seamless operations and minimize downtime costs.
Dropsuite builds resilience for uninterrupted business continuity.
Here’s how Dropsuite helps you navigate complex data protection challenges. Its comprehensive product is tailored for cloud services, offering a single platform experience. For example, it safeguards Gmail, Personal and Shared Drives, Calendar, Tasks, and Contacts with automated, secure backups, while also protecting all key components of Microsoft 365, including email, OneDrive, SharePoint, Teams, Calendars, Contacts, and Tasks. You get unlimited storage and flexible retention, ensuring all your important data is covered. Additionally, Dropsuite offers robust solutions for [eDiscovery and compliance management], simplifying complex regulations to avoid costly fines and legal risks. This means you can also automate financial data backups for QuickBooks Online. The result is comprehensive protection, helping you maintain business continuity and strengthen customer trust.
Key features:
- Comprehensive Cloud Backup Protects Microsoft 365 (including email, OneDrive, SharePoint, Teams), Google Workspace (Gmail, Drives), and QuickBooks Online data from a single platform.
- Advanced Data Protection Offers unlimited storage, flexible retention, and incremental backups, ensuring data integrity and compliance with advanced security protocols to safeguard your information.
- Hassle-Free Recovery & Management Provides quick data access, easy setup, and streamlined workflows, allowing for rapid recovery and simplified management without requiring more headcount.
Learn more about Dropsuite features, pricing, & alternatives →
Verdict: Dropsuite is an excellent option if you are seeking the best email backup software. It effectively addresses data security compliance and prevention of information loss, leveraging advanced protection and unlimited storage. Trusted by over 1.5 million paid users worldwide, it provides peace of mind through comprehensive, easily recoverable, and compliant data protection.
2. Veeam
Worried about losing critical email data?
Veeam offers comprehensive solutions including Backup for Microsoft 365, designed to prevent devastating information loss. This directly addresses your anxiety over potential data breaches and system failures.
This means you can ensure business continuity during unexpected outages, protecting your vital communications with secure, immutable copies of your data.
Ready to trade concern for confidence?
Veeam provides secure backup with instant recovery, allowing you to get your data back faster than the speed of panic. This is crucial for IT managers and small business owners dealing with compliance and data security.
Their Data Recovery feature offers industry-leading RPOs and RTOs, ensuring you can recover cleanly and painlessly, even with the overwhelming responsibility of managing unread messages. Additionally, Veeam’s Zero-Trust Data Resilience principles are baked into every backup.
This ensures your data is protected and always ready for recovery, wherever your data lives. The result is peace of mind, knowing your critical email communications are secure.
While discussing system reliability, you might find my analysis of best advanced distribution management system helpful.
Key features:
- Backup for Microsoft 365: Provides total protection for your Microsoft 365 and Entra ID data, securing critical email communications against loss.
- Instant Recovery: Enables rapid restoration of your data, minimizing downtime and ensuring business continuity even after unexpected outages.
- Zero Trust Data Resilience: Incorporates advanced security principles into every backup, protecting your data from ransomware and other threats.
Learn more about Veeam features, pricing, & alternatives →
Verdict: Veeam’s comprehensive features like Backup for Microsoft 365 and Zero Trust principles make it an ideal choice for the best email backup software. This ensures IT managers and small business owners can achieve peace of mind, knowing their critical data is secure and instantly recoverable.
3. BackupAssist
Are you worried about email data breaches and system failures?
BackupAssist 365 specifically targets your pain points by offering Office 365 and IMAP mailbox backup, directly addressing your need for comprehensive email protection. This means your critical communications are safe.
You can prevent potentially devastating information loss, gaining peace of mind knowing your data is secured.
Let’s secure your business communications.
BackupAssist provides a robust solution for your email backup needs, protecting your organization from cyberattacks, ransomware, hardware failures, and user accidents. This helps you maintain business continuity.
You can back up your Microsoft 365 application data, including Exchange and SharePoint, and even mailboxes from other servers via IMAP and Exchange Online, ensuring all your crucial email data is covered. Additionally, the software offers encryption for data in local storage devices, and all cloud backups are encrypted in transit and at rest, boosting your security posture. Plus, features like CryptoSafeGuard protect against ransomware, preventing data compromise and meeting compliance requirements.
The result is a clear path to recovery, making your organization cyber-resilient.
If you’re also evaluating your overall digital infrastructure, my guide on cloud cost management software provides insights into optimizing your spending.
Key features:
- Office 365 & IMAP Mailbox Backup: Securely back up your Microsoft 365 application data, including Exchange and SharePoint, along with IMAP mailboxes, ensuring comprehensive email protection.
- Encrypted Cloud Backups: Your backup data is encrypted both in transit and at rest when stored in the cloud, preventing data compromise and meeting compliance requirements.
- Ransomware Protection (CryptoSafeGuard): Safeguard your backed-up data from ransomware attacks, ensuring quick recovery and minimizing downtime during unexpected outages.
Learn more about BackupAssist features, pricing, & alternatives →
Verdict: BackupAssist 365 provides essential Microsoft 365 and IMAP mailbox backup capabilities, crucial for IT managers and small business owners. Its robust encryption and ransomware protection features make it a strong contender for the best email backup software, helping to prevent data loss and ensure regulatory compliance for your business.
4. Mimecast
Worried about losing critical email data?
Mimecast offers an Email Archive solution specifically designed to ensure your email works and data is never lost. This means your essential communications are always available.
If you’re an IT manager or small business owner, Mimecast helps you proactively support regulatory and corporate standards, reducing the anxiety of data security compliance. They help you protect critical data.
You can secure your organization.
Mimecast solves these issues by providing unparalleled protection for Microsoft 365, safeguarding your email and collaboration tools against sophisticated threats. They use AI-powered solutions to defend against advanced business email compromise (BEC) attacks often missed by traditional security.
This includes securing your organization with advanced email security and addressing all forms of insider threats with Incydr Data Protection. Additionally, Mimecast’s Aware Governance & Compliance Suite helps you simplify data management with real-time insights, ensuring both immediate access and long-term compliance for your stored emails. Plus, with 7 billion signals processed daily, they apply intelligence at scale to prevent breaches and minimize risk, giving you peace of mind.
This means secure, recoverable data.
Key features:
- Email Archive: Ensures your email data is never lost and remains accessible, providing peace of mind for business continuity and disaster recovery.
- Advanced Email Security: Leverages AI to defend against sophisticated threats like BEC attacks, protecting your organization from data loss and compromise.
- Aware Governance & Compliance Suite: Simplifies data management with real-time insights, helping you proactively meet regulatory and corporate compliance standards.
Learn more about Mimecast features, pricing, & alternatives →
Verdict: Mimecast provides comprehensive data protection, including an Email Archive feature that directly addresses the pain points of data loss and compliance. Its AI-powered solutions and robust threat intelligence make it a strong candidate for the best email backup software, helping you secure your critical communications.
5. Acronis
Worried about losing critical emails or facing cyber threats?
Acronis Cyber Protect offers integrated backup and anti-malware, safeguarding your Microsoft 365 and Google Workspace emails. This means you gain comprehensive protection for your business.
You can recover operations rapidly from ransomware and other unplanned outages. It empowers you to restore data in just a few clicks, ensuring business continuity.
Imagine knowing your emails are always safe.
Acronis solves your data security needs by providing a unified solution for backup, cybersecurity, and endpoint management. It offers file-level, disk-level, image, and application backups across physical, virtual, and cloud environments.
You get unlimited cloud storage for Microsoft 365 agentless, cloud-to-cloud backups. This simplifies managing your email archives and attachments, safeguarding them with secure, password-protected backups. Additionally, its AI-powered solutions detect and block advanced email threats, offering security posture management and security awareness training to protect against common attack vectors like unread messages.
It’s truly a single solution for robust email protection.
Key features:
- Integrated Cyber Protection: Combines backup, anti-malware, and endpoint management for comprehensive defense against email threats and data loss.
- Microsoft 365 & Google Workspace Backup: Provides secure, unlimited cloud storage and agentless backups for emails, attachments, and cloud application data.
- Rapid Disaster Recovery: Enables quick restoration of operations from ransomware and outages with user-friendly tools for business continuity.
Learn more about Acronis features, pricing, & alternatives →
Verdict: Acronis Cyber Protect offers robust, natively integrated cyber protection that makes it an excellent choice for the best email backup software. Its unified approach to backup, security, and recovery ensures your critical communications are protected and rapidly recoverable from various threats, delivering peace of mind.
6. CloudAlly
Worried about email data loss or system failures?
CloudAlly offers secure, automated backup and recovery for your critical SaaS data. This includes Microsoft 365 and Google Workspace email.
Their platform ensures your business-critical SaaS data is always safe, preventing devastating information loss from malware, human error, or outages. You’ll never face data loss again.
Never fear losing your essential communications.
Here’s how CloudAlly solves that problem: their SaaS data protection platform offers secure, proven, and comprehensive backup. This means your email, along with other critical data like Teams, OneDrive, SharePoint, and Google Drive, is automatically backed up.
You can set automated immutable backups to occur up to three times a day or choose your own frequency, with unlimited retention. Additionally, you get smart recovery options with 1-click historical snapshots and granular keyword search to find specific emails or files. You can easily export data in Zip or PST formats too. This ensures regulatory compliance, with audit-ready credentials like GDPR and HIPAA compliance, providing peace of mind for your data security.
The result is comprehensive protection and easy data recovery.
Key features:
- Comprehensive Coverage: Backs up all major SaaS platforms including Microsoft 365 and Google Workspace email, ensuring no critical communication is lost.
- Automated and Immutable Backups: Provides automated daily backups (or custom frequency) with unlimited retention on AWS S3, securing your data from all threats.
- Smart and Granular Recovery: Offers 1-click point-in-time recovery and advanced keyword search, allowing quick, self-service restoration of individual emails or entire mailboxes.
Learn more about CloudAlly features, pricing, & alternatives →
Verdict: CloudAlly’s comprehensive and automated backup for platforms like Microsoft 365 and Google Workspace email provides IT managers and small business owners peace of mind. With smart recovery, audit-ready compliance, and an intuitive 5-minute setup, it’s a top contender for the best email backup software, trusted by over 30,000 organizations.
7. Commvault
Worried about losing critical email data?
Commvault offers comprehensive SaaS and on-premise solutions designed for robust data protection, backup, and recovery for Microsoft 365, ensuring your business continuity. This means you can safeguard your email communications efficiently.
This platform helps IT managers and small business owners overcome daily anxiety by providing continuous data security, enabling you to recover your business, not just your data.
Here’s how Commvault strengthens your data resilience.
Commvault provides continuous readiness and recovery capabilities, including forensic recovery and automated disaster recovery, allowing you to quickly restore operations after an incident. This addresses the pain point of potential system failures and downtime.
The platform boasts the ability to recover your business up to 10x faster, automating the full recovery and rebuild of cloud applications and environments. You can spin up air-gapped immutable storage, enabling clean data recovery from anywhere to anywhere, crucial for compliance and peace of mind. Additionally, it offers automatic discovery, classification, and remediation to protect sensitive data like PII across your entire data estate.
This comprehensive protection ensures your critical communications are securely backed up and easily recoverable.
Key features:
- Continuous Data Security: Automatically discovers, classifies, and protects sensitive data, including PII and API keys, across your data estate to highlight risks.
- Rapid Recovery Capabilities: Automates full recovery and rebuild of cloud applications and environments up to 10x faster, with air-gapped immutable storage for clean data.
- Microsoft 365 Backup: Provides comprehensive data protection, backup, and recovery specifically for Microsoft 365 environments, securing your critical email communications.
Learn more about Commvault features, pricing, & alternatives →
Verdict: Commvault stands out as a leading contender for best email backup software by offering advanced capabilities like 10x faster recovery, air-gapped immutable storage, and Microsoft 365 backup, providing IT managers and small business owners the peace of mind they desire against data loss and cyber threats.
8. SysTools
Worried about losing critical email data to cyberattacks or system failures?
SysTools offers trusted backup solutions designed to safeguard your valuable information from unexpected loss. This means your business continuity is protected.
Their solutions help you recover lost data from multiple storage devices, ensuring you maintain business continuity during unexpected outages.
Here’s how to secure your communications.
SysTools provides robust data backup capabilities, protecting your critical email communications against any data loss scenarios. You can confidently safeguard your information.
Their expertise in data backup allows you to protect sensitive data locally or on servers, mitigating the anxiety of potential data breaches or system failures. This comprehensive protection offers granular recovery options.
Additionally, SysTools offers managed security services, providing 24×7 monitoring to detect and protect against cyber threats. They also offer digital forensic services for investigating digital evidence, ensuring your data is not only backed up but also legally sound and secure.
The result is peace of mind knowing your data is safe.
If you’re also managing customer inquiries, my article on best self-hosted help desk software can provide insights for secure support.
Key features:
- Comprehensive Data Backup: Choose from trusted backup solutions to safeguard your data against various loss scenarios, ensuring continuous protection of your critical email communications.
- Managed Security Services: Benefit from 24×7 monitoring and threat intelligence, providing a strong safety shield for your network and constant vigilance over data security.
- Digital Forensic Expertise: Access tools and services to investigate digital evidence, ensuring reliable findings and secure handling of sensitive information for compliance and peace of mind.
Learn more about SysTools features, pricing, & alternatives →
Verdict: SysTools’ focus on robust data backup and recovery, combined with their extensive experience in data security and forensics, makes them a strong contender for the best email backup software. Their 3M+ satisfied customers and comprehensive suite of solutions demonstrate their capability to protect your critical communications.
Conclusion
Don’t let your data disappear.
I know it can be overwhelming to choose a solution. You need to protect your startup from system crashes, human error, and cyberattacks.
According to Infrascale, 36.7% of data loss incidents are from ransomware alone. A single attack can cripple your operations for weeks, making a reliable backup plan absolutely non-negotiable.
So, which tool should you choose?
After my extensive review, Dropsuite is my clear top recommendation. It’s built to directly address the need for comprehensive protection against these modern threats.
What I find most impressive is its comprehensive cloud backup for both Microsoft 365 and Google Workspace with unlimited storage. The best email backup software should provide this level of complete peace of mind.
I highly recommend you start a free trial of Dropsuite. You can see for yourself how easily and effectively it secures your critical data.
Protect your most valuable asset.
