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Introduction

Emails are an important part of our live - and should be a part of our history. A lot of information is often available only via email, sometime even invoices or insurance policies.

Backup and archiving

MemlBackup backup and archives emails to your local computer.

Main emphasis is the usage of free and open file formats, so that the data will be readable in 20 years. By default the emails are saved in EML format and put into a ZIP archive. The EML format is a specific text format and is also definitively readable by a text editor in 20 years.

Search and find

With powerful algorithms your emails are searched recursively inclusive attachments. PDF, Word, Excel and OpenOffice files get indexed besides your email text – also if these files are packed into ZIP archives.

Create your own simple or complex queries with an interface similar to search engines. Use AND and OR clauses, filter for dates and much more...

Features

  • Email backup
    • Fetch email via encrypted IMAP
    • Emails are stored as EML files. The EML format is free, open and supported by many email applications and is therefor well suited for archiving purposes.
    • Various email accounts supported.
    • Limit the backup to chosen email folders.
    • Configure an automatic backup via command line – look here.
  • Search engine
    • Use an interface similar to search engines. Create complex queries with AND and OR clauses.
    • Filter for subject, recipients, sender, dates or the whole text.
    • Crawl recursively through directories and ZIP archives
    • Scan PDF, Word, Excel and OpenOffice attachments – even if they are included in a ZIP archive.
  • Language: English + German are supported.

 

 

Limitations

Java 7 is needed!

MemlBackup is no email application. You may backup and archive, but cannot send emails.

Found email attachments are not shown by MemlBackup itself. The attachments are opened by any application installed on your system.

Emails are also opened with an email application installed on your system. Please make sure, your favorite email application supports the EML format. You may alternatively use one of the following (no complete list):

Automatic backup

MemlBackup supports an automatic backup. The app has to be started with the command line argument “-ab”. The application window will open and the backup will be started immediately. If there are no error or no user actions, Memlbackup will close automatically.

Tip: Accounts without any stored password are skipped.

The automatic invocation is part of the operation system. Please try the Task Scheduler (Windows) or Cron jobs (Unix).

Command line

 

Argument Description
-l Language: Use the ISO-Code. At moment only "de" for German and "en" für English are supported.
-wp Determine working directory (configuration)
-ab Automatic backup (look here)

 

Software description

Home view

Backup

Starts the backup. Please make sure, that there are some email account have been configured before!

Search

Search your local drives for emails saved with MemlBackup respectively with EML format.

Configuration - Assitant

Offers a step by step guidance for configuration. Remove/add emails account from/to backup.

Configuration - Expert

View and change all settings.

License

Unlock MemlBackup

About

Common information (version number, license text)

 

Backup

Shows the progress of the backup process.

Opening this page the backup is started automatically. Using the “Stop” button you can cancel this process.

Please make sure, that there are some email account have been configured before!

Search - Input

Directories

Add all directories wher you want to search for emails. Use the butteon “Add” and “Remove”

Query

Type in here your search keyword. Detailed information you get by pressing the button “systax” or here.

Sorting

The result are sortet chronologically. Configure here, if newer or older documents should appear first.

Search - Syntax

Easy search

Just type in one or more keywords (splitt by whitespace) and start the search. All documents are listed which contain all of these keywords. Documents are emails and attachments (see supported file formats). Is an attachment classified as result, than also the parent email is shown – the parent emails appears as parent element in the tree structure.

Due to performance only the first 5 MB (about) of the attachments are read by the search engine. Do don't send the wikipedia as email attachment.

By default keyword are logical “AND” connected. That means that all keyword must exist in a document to be shown as result. For simplicity you may skip out the “AND”. Instead of ANMD you may also want to loal connect word by “OR” - then only one keyword classifies a document as result.

Special fields

Email contains besides the essential text also special attribute like subject, sender, recipients, … You may search for these attribute by using the following syntax.

Subject

Sample: subject:birthday

Sender

Sample: subject:thomas

See pitfalls!

Recipients

Sample: recipients:your.sister@gmail.de

See pitfalls!

Attachments

Searches fro file names only.

Sample: attachment:a*.doc

Time - doctime

Sample: doctime:[2012-06-27-15-04 TO 2013-06-28-15-04]
Pattern: doctime:[YYYY-MO-DD-HH-MI TO YYYY-MO-DD-HH-MI]
Abbreviation Description
YYYY Year (4 digits)
MO Month (2 digits)
DD Day of month (2 digits)
HH Hour (2 digits and 24 hour format)
MI Minute (2 digits)

Complex logical queries

.. can be created by AND, OR and brackets.

Sample: subject:birthday AND (sender:james OR sender:tom)

Pitfalls

There are many – just keep trying!

Tips:

  • Write AND + OR always uppercase
  • Don't skip the AND in complex queries
  • Use also brackets, when it shouldn't be necessary due to the Boolean algebra! Sample search for email addresses and (OR) names: "(sender:james AND sender:raymond) OR sender:james.raymond*"
  • Be careful with special characters: \ / ' @ whitespace "
  • Whole words are indexed. Looking for “raymond” and typing in “raymo” won't deliver any result. You have to input the full keyword or to use an asteric. With “raymo*” you could find “raymond” as well as “raymoon”.

Further information

… are here: http://lucene.apache.org/core/3_6_2/queryparsersyntax.html

Search - Results

Switching into this view, the search starts immediately. At the first search all configured directories are scanned. Changed or added document are read and stored into the database. At further searches the scanning is not necessary.

During the scanning you may observe messages like “The document cannot be read”. Some files cannot be read due to format incompatibilities and cannot be prepared to be searched.

In this view only 20 hits are shown. Further result are listed by pressing the button “Further documents”. You get back with button “Previous documents”.

Save

Save all selected files to a directory which have to be chosen. Already existing files are not getting overwritten, but get saved with a different file name (added number) if the binary content differs.

Open

In the base configuration, MemlBackup tries to open the files with applications installed on your system. Please make sure you have the proper apps installed, e.g. to read a Word file.
Unfortunately there is no feedback by the system, if the document was opened successfully. Therefore a warning is shown to clarify that fact. Just press to button “Don't show this warning again!” to suppress the warning forever. You can also configure your own applications in the configuration section.

 

About

Here can you find:

  • License text
  • Software version
  • Contact data
  • And if there are against expectation some problems and the support have to be contacted: By exploring log files problems can be easily identified. (The log file doesn't contain passwords!) By pressing the button “Create zip archive with log files...” all log files get packed into a ZIP archive.

 

Configuration for experts

Please have a look at the configuration assistant whose step by step guidance may simplify achieving your purpose.

The backup configuration is split into "Locations" and "Accounts". "Locations" determine how and where email files get saved. "Accounts" manage all email accounts data and establish a link to "Locations" by choosing a location per email folder.

Backup – Locations

By pressing the button "Add" a directory or a ZIP archive is configured for the backup process. This newly created location has to connected to an email folder in the account settings. Otherwise the location will remain inactive.

NOTE: By activating the check box "Substitute placeholder..." all these these special named tokens get replace by email data. This means for example, that even when you put email to the same location they could end up in different named directories or ZIP archives.

Backup – Accounts

At first type in all the specific account data and then press "Refresh" to read the email folders, which have to be prepared for backup.

Set the email folder "Type": The "Type" affect the email file naming. At "Sent" the recipients are put to the file name, at "Received" the sender is used.

Set the email folder "Location": The "location" determine how and where the email is stored.

Search – File associations

Showing search results, MemlBackup tries to open the files with applications installed on your system. Do you like to open the results with different applications you may configure it here based on file extension.

Configuration assitant - choice

The configuration wizard offers a step by step guidance to remove/add emails account from/to backup.

Choice: "Add an email account to backup" or "Remove an email account from backup".

Configuration assitant - add account

Configuration assitant - add account

Configuration assitant - delete account

To remove an email account from backup, select it in the list and press "Next". No data will remain.

To abort press the "Cancel" or "back".