How to Backup Google Workspace Emails Safely: Best Methods & Tools

Want to take backup of emails from your Google Workspace account? Let us go through various options discussed in this blog. Find the best solution to backup Google Workspace emails through this article.

Google Workspace (earlier known as G Suite) is a collaboration of tools on the cloud like Gmail, docs, contacts, calendars, etc. Though data on the Google Workspace cloud is all-time accessible, it is prone to various hacking incidents. Therefore, it’s better to take backup of emails from your Google Workspace account.

Now the main problem is, how to backup Google Workspace account? To answer this question, read this complete post.

Why do I Need to backup Google Workspace mailbox?

Let us first understand why backing up Google Workspace account in different scenarios:

• When Google Service is outraged or shutdown.
• When you need data for legal or audit purposes
• When an employee leaves the organization, and you want to view its data
• If your synced device is lost or stolen.
• When your data is accidentally deleted
• There is a ransomware attack threatening your Google data.

Solutions to Backup Google Workspace Data

Google Workspace offers a feature called Data Export. The drawback of this feature is that only Admin users can access this feature. This allows users to download & safeguard the data without any hassles.

Pre-requisites for using Data Export Tool

1. Only admin can access this feature.
2. The domain must be 30 days older for this feature.
3. It needs 2-step verification to be enabled.
4. The number of Google Workspace users must be less than 1000.

Steps to Backup Google Workspace Emails Using Google Data Export Tool

1. Log in to your Google Workspace account using admin credentials.
2. Once you have logged in, open the Admin Console and click on the < button.
3. Click on Tools and hit Data Export option.
4. On the next screen, click on the Start button.
5. Now, wait for the period to complete it. It may take as long as 9 days to email you a conformation link of the exported data.
6. When you receive the conformation email, open it and click on the Access Archive button to view the backup data.
7. Open the folders individually and download the data of all users one by one to your local system.

Drawbacks of using Data Export Tool

Although the above Data Export Tool seems easy, users still look for specialized tools to archive Google Workspace data items. This is because, while using the Data Export Tool, users don’t have control over the process. Here are the shortcomings of the manual solution –

• You can’t stop the process once it begins. There is no resume & pause feature with this tool.
• Once the data backup starts, you can’t use this feature for the next 30 days.
• It is a lengthy process and can take up to 9 days to provide you with the data.
• There is no way to export selected data. Users can’t include/exclude anything as per their requirements.
• You can’t specify the number of users or select users to backup Google Workspace data.

Automated Solution to Backup Google Workspace Emails

Due to limitations of manual way to save Google Workspace mail items. In such a situation, use Mailvita G Suite Backup Software. It smartly Backup Google Workspace Emails with attachments. It supports exporting Google Workspace data into Outlook PST, MSG, EML, MSG, and EMLX formats. You will not face any technical issues while using this tool.

Moreover, it has features to select the data that you want to back up. Also, users need only login details to backup Google Workspace data. The best part of this software is that both end users and admin users can use it. The program does not compromise data quality throughout the backup process. You can run the tool on all Windows versions.

Detailed Process to Backing Google Workspace Emails

Install and Launch Google Workspace Backup Tool.
Enter Google Workspace login credentials.
Select all desired folders from your Google Workspace account to backup.
Choose the desired file format in which you want to save the data.
Set a destination path to save the data.
Hit the Backup Now button.

Summing Up

Users are continuously searching for solutions to backup Google Workspace data items. To resolve this query, this article discusses manual & automated tools. You can opt for them as per their convenience. However, for the best results, use a professional solution.