09 October 2018

MailDex® Supports Compatibility with Controlled Unclassified Information (CUI)

At the request of our valued clients who work with the U.S. government, we have added a feature to Encryptomatic MailDex® to automate compatibility with Executive Order 13556 “Controlled Unclassified Information,” or CUI.

This order was issued on November 4, 2010 to standardize and simplify the way the Executive branch handles important unclassified information that requires safeguarding or dissemination controls. 

Screen shot of MailDex software Export tab, showing location of "Exclude CUI" option.   Image © Encryptomatic LLC. All rights reserved.
MailDex option to ignore CUI content during exports.
To activate CUI compatibility, locate the "Export" tab in MailDex. 
MailDex will now ignore CUI tagged content during export operations.

MailDex software box.   Image © Encryptomatic LLC. All rights reserved.
Try MailDex free for 15 days

MailDex® and Encryptomatic® are registered marks of Encryptomatic LLC. 

04 October 2018

Saving Private Gmail pt. 2: Viewing your Gmail MBOX File

Welcome to the second part of our two part series about downloading and accessing your Gmail using Google's Takeout service.  This article assumes you have already downloaded your Google MBOX file containing your Gmail e-mails to your Windows PC. If you haven't progressed that far,  start with with our first article:  Saving Private Gmail: How to Backup Your Gmail e-Mail Messages.

First, extract your MBOX file from the compressed tgz or zip. Most Windows users can open a zip file by clicking on it.  Next drag the folder inside of the zip file to your desktop. 

Animated Gif shows how to access your Gmail MBOX file from a zip archive.
How to remove the Gmail MBOX file from zip archive.

Second, Download and install the free trial of MailDex by Encryptomatic LLC. MailDex is a personal archiving system.  It lets you open Gmail MBOX files, as well as Outlook .pst/.ost/.msg and .eml/.mht email files.

The MailDex trial will run for 15 days. This blog is operated by Encryptomatic. The code-signed software should be downloaded directly from our website to ensure you get the latest software release.  If you have any questions or need installation assistance, reach out to the MailDex support team.

Start the MailDex app on Windows, and now you're ready to import your Gmail e-mails into MailDex.

When MailDex starts, first you will create a new "Project."  E-mail files are added to projects.   You can have as many MailDex projects as you wish, each containing as many e-mails as you wish to add. To add a project, select the "Add Project" button and give your project a name.

I will name my project "My Gmail Archive."

Screen image showing the location of MailDex software's "Add project" button.
Location of "Add Project" button in MailDex.

To add my Gmail MBOX file to my new project, first I click on the project to highlight it. Then, I will select the "Import E-mails" button.

Screen image shows the location of the Import Emails button.
MailDex "Import Emails" Button Location

Click "Add File" and locate your Gmail MBOX archive, then click OK to continue.

Screen image showing how to select the location of your GMAIL MBOX archive.
Find your Gmail MBOX file and click OK.

MailDex will begin immediately building an index of your Gmail archive. The archive I'm working with today was rather small with only about 8,200 e-mails.  Indexing was completed almost instantly.

Now you're ready to search your Gmail archive. The simplest way to search is to type a term in the search box.

In the next image, I've typed my name in the search box and clicked the magnifying glass icon.   MailDex instantly returned many results.

Screen image showing how to search indexed Gmail messages in MailDex.
Searching your Gmail archive with MailDex.
MailDex supports complex searches of your Gmail archive by clicking the "Search" button. You can then enter multiple terms and enter other search criteria.
Software image showing the advanced search function of MailDex.
MailDex advanced email search page.

Now that your Gmail e-mails are safely indexed in MailDex, there is a lot you can do with them.  Many export functions allow you save your emails as PDF documents, or as a CSV file, and much more.

For information on purchasing MailDex, visit the product home page.

Thanks for reading! If you have any questions, post them below or reach out to our support team.

Saving Private Gmail: How to Backup Your Gmail e-mail Messages

Saving Private Gmail

Gmail logo

As our smart phones replaced desktop computers for much of our daily communication,  Google's Gmail service made e-mail truly mobile and convenient.

If you have a Gmail e-mail address, it has probably become your main identity as you move about the internet. Gmail is nearly 15 years old now, and is embedded deeply into the lives of many users. 

Your Gmail e-mails are a document of your life that you should care about.  Emails to loved ones, perhaps containing photographs. Records of online purchases.  Business documents.  Your digital life is an important digital document that you may wish to preserve for posterity.

Recently, Google has made it easier for users to download their Gmail history as a MBOX file.  MBOX is an open format for bundling e-mail messages.  This article will show you how to download your Gmail e-mails, and then archive them in Encryptomatic's MailDex.  

MailDex is an email manager/archiver that lets you organize messages, even if they are stored as MBOX files, or Outlook PST or OST files, or individual EML or MSG files.  MailDex helps you make sense of not only your Gmail archive, but all of the e-mail files you've kept on USB drives over the years.

Sign into your Google account, and lets get started.

Downloading Your Gmail e-Mails

Step 1. Go to Google's Takeout page and select the data you want to export. If you only want to export your Gmails, click "Select None," then scroll down and select "Mail".

Screen shot showing how to select "All Mail" in Google Takeout to download your Gmail messages as a MBOX file.
Select Mail Option

Scroll to the bottom of the page and click "Next."

Step 2.  On the "Download your data" page, you can set the compression format for the Mbox file (tgz or zip).  Since the MBOX file with your Gmails will be quite large, Google compresses the file to save space.  Zip is the most common format and your computer probably already supports opening zip files.

Screen image: "Your account, your data. Export a copy."

You can also set the maximum size for the archived MBOX file before Google splits it into two or more archives.  The maximum selectable size is 50 GB.

Finally, choose how Google should deliver your Gmail archive.  You can receive an email to your Gmail address containing a link to download the file over https.  Other options including saving the file directly to your Google Drive,  Dropbox, OneDrive or Box.

Click "Create Archive" to continue.

Google responds with the message, "An archive of your Mail data is currently being prepared"

Please note that archives may take a long time (hours or possibly days) to create. You will receive an email when your archive is complete."

Screen image of Google email archive message.

Now watch for an e-mail to arrive in your Gmail account that looks like this:

Screen image of email with link to download Gmail MBOX file with email history.

Clicking "Download archive" will send you to the "Download Data" page.

Screen image of Google's Download Data page, where you can download a copy of your Gmail e-mails as a MBOX file.
Download Your Gmail Data
Click "Download" and save your file somewhere convenient.  

Congratulations! You've just made a complete backup of your Gmail history!

In the next article, we will show how to import that MBOX file and all of the e-mails it contains into Encryptomatic MailDex.

See you there!