Backing up your CertMail emails

This document explains how to back up your CertMail emails.

Document 2223  |  Last updated:  03/09/2020 MJY

CertMail will be officially discontinued in January 2020. Click here to read our guide about switching away from CertMail.

With CertMail being retired in January 2020, you may want to migrate to a new email host. If you want to keep your existing CertMail messages when you do this, you'll need to download and back up any email that's currently in your CertMail account.

If you only have a few messages to back up, you can individually forward them to a different email account. We've also provided instructions for backing up your entire inbox if you use Outlook or Gmail. Choose one of the sections below to begin.

Gmail is free, so even if you don't currently use Gmail, you can sign up for a free account to back up your CertMail messages.

Forward important messages individually

If there are only a few emails you wish to save, you can simply log in to CertMail's web interface and forward the messages to another email inbox. To forward an email:

  1. Log in to
  2. Select the message you want to back up.
  3. Click Forward in the toolbar above.

  4. When the message window opens, enter the address you're sending the email to, and click Send.
  5. Repeat the steps above for any other emails you wish to save.

Back up messages with Outlook

The steps below assume that you already have CertMail connected to Outlook 2016 or Outlook 2013. If you don't, please follow the steps in Doc 7200 here to set up a POP3 connection with CertMail prior to following these instructions.

Additionally, the first two steps may differ from your version of Outlook. If you don't have Outlook 2016 or 2013, you may have to click Tools, then Options (Outlook 2007) or Files, then Options (Outlook 2010) prior to continuing with Step 3.

  1. In Outlook, click the blue File button on the top left of your screen and choose Open & Export from the menu that appears.

  2. Now, choose Import/Export from the window.

  3. In the Import and Export Wizard that opens, choose Export to a file and click Next.

  4. On the next screen, choose Outlook Data File (.pst) and click Next.

  5. Now, choose the folder that you wish to export and click Next. In this example, is selected (highlighted).

  6. Finally, choose a location to save the exported data to and click Finish. Typically, it's recommended to save the file to the default location, which is in your Documents folder.

    If you're prompted to set a password to the exported file, just click OK without entering anything.

That's it!  After following the wizard, Outlook exports all of your email items in to a single file called backup.pst. To access this file later, locate it on your hard drive and follow the steps found on Microsoft's website by clicking here.

Back up messages with Gmail

Gmail is free, so even if you don't currently use Gmail, you can sign up for a free account to back up your CertMail messages.

If you already set up POP3 Gmail with your CertMail account, then your CertMail messages are already backed up in your Gmail inbox — you don't need to take any action. However, if you need to configure a CertMail account with Gmail for the first time, follow the steps below:

  1. With your Gmail account open, click the gear in the top right and select Settings.

  2. At the top of the Settings screen, click Accounts and Import.
  3. On the Accounts and Import screen, click Add a POP3 mail account you own.

  4. In the window that appears, enter your full CertMail email address and click Next Step.

  5. Determine your secure server name. Enter your customer account number below and click Submit to display the CertMail Server your domain name is using.
    If you're not sure what your customer number is, click here to log in to your a la mode account. Your Account Number is the first item listed in the Account Overview section at the top.
  6. On the next screen, fill out the following information. Then, click Add Account.
    Your full CertMail email address.
    Your CertMail password.
    POP Server | Port | Port 995
    (replace # with the number you identified in Step 5)
    Leave a copy of retrieved message on the server
    If you leave this unchecked, Gmail deletes messages from CertMail when it fetches your email.
    Always use a secure connection (SSL) when retrieving mail
    Check this box.
    Label incoming messages
    This is personal preference.
    Archive incoming messages (Skip the Inbox)
    This is another personal preference, but we don't recommend checking this box.

  7. After clicking Add Account, you're asked if you want to be able to send messages from this account. Because this setup is for backup purposes, we recommend choosing No to this option.
  8. After adding your CertMail account to Gmail, you're prompted to verify your email account. Check your CertMail inbox for an email from the Gmail Team, and copy and paste the Confirmation code into the final window. Then, click Verify.

That's it!  After following these steps, your CertMail messages are now backed up in your Gmail inbox.

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