How to Back up Google Workspace: A Helpful Guide

Why is it Necessary to Back up Google Workspace Email?

In the following section, we would discuss the various benefits of back up Google Workspace.

1. Accidental or intentional deletions by users.
2. Potential harm to your G Suite domain caused by third-party applications with “allowed” permissions.
3. Loss or theft of a synced device puts your data at risk.
4. Google service outages or shutdowns potentially affect your access to data.
5. Data management challenges arising from mergers and acquisitions.
6. The need to access G Suite data for legal or audit purposes.
7. The necessity to obtain specific user data when an employee leaves the organization.

By creating backups of G Suite data, users can proactively safeguard against the potential consequences mentioned above. Once we comprehend these reasons, we can promptly proceed to explore the necessary steps for setting up effective G Suite backups.

Related Post: You may also read to migrate Gmail to Office 365.

Method of Google Workspace Backup

Though numerous approaches exist to tackle a single problem, IT Experts advocate three primary methods to back up Google Workspace: the Data Export Tool, Google Takeout, and a Professional G Suite Backup Tool. Also, these three options stand out as the recommended choices to ensure comprehensive data protection and recovery.

Backup G Suite using Data Export Tool

Google Business is equipped with a built-in feature of Data Export. However efficient this tool may be, it does come with some notable drawbacks that warrant consideration. Before delving into the steps, it is essential to discuss these drawbacks to make informed decisions regarding its usage.

• Only the Super admin can use this feature.
• There is 30 Day cooldown period.
• The number of users should be less than 1000.
• You cannot selectively export data like Calendar, Drive, etc.

The steps to back up Google Workspace using data export tool are:

1. Login to your G-Suite Account using Admin Credentials.
2. After successfully logging into your account, access the Admin Console, and then click on the indicated < button.
3. Now, navigate to the Tools section and select the Data Export option.
4. On the subsequent screen, proceed by clicking the Start button to initiate the G Suite backup process.
5. Now, you’ll need to endure the inevitable waiting period. Google may take up to 9 days to send you an email containing the confirmation link for your exported data.
6. Finally, you will receive a confirmation mail, click on it to view the Backed up Data.

The above-mentioned steps will back up Google Workspace.

Backup Google Workspace using Google Takeout

This method is only successful when you have a small amount of data. Google’s takeout method is incapable of entire back up Google Workspace. If you need to transfer data from different folders in Google Drive or data from various Google services such as Gmail, Google Photos, Google Chats, and Google Play Store, Google Takeout is the recommended choice. The steps are as follows:

1. Firstly, Go to takeout.google.com. and login in with your Gmail Credentials.
2. Check the boxes of the data you want to back up.
3. Optionally, select the file formats of the different google workspace applications.
4. Finally, click Next Step to initialize the process.

After the following the above mentioned steps the user will be able to back up G Suite.

Professional Method to Backup Google Workspace

SysInfo Google Workspace Backup Tool offers a cost-effective and comprehensive solution for handling G Suite-related issues. It excels in efficiently and reliably migrating large files while providing various built-in features that make it a complete package. Some key features include:

• Backup functionality for preserving sensitive data.
• Complete G Suite migration in a single operation.
• Ensuring data integrity and encryption.
• Advanced date range filters for customized migration.
• Ability to save Gmail data in different file formats such as PDF, PST, MBOX, etc.
• User-friendly GUI for easy navigation.

To Back up Google Workspace, follow these straightforward steps:

1. Install and Run the Google Workspace Backup Tool as an administrator on your system.
2. Provide your credentials and click Sign in with Google.
3. Select the desired email IDs in the software wizard and click Next.
4. Now, choose the Google Workspace Icons you want to backup and click Next.
5. Select the File Format as PDF and additionally select the optional Features and click Next.
6. Finally, define the path and click Download to initiate the process.

*Note: This tool will save your Emails as PDFs and save other workspace Items in the local storage maintaining their file extensions.

After following these steps even a non-technical user will be able to back up Google Workspace. Users can download Gmail Emails to your computer.

Conclusion

The pandemic, despite its devastating impact, taught us invaluable life lessons. As the famous quote goes, the biggest mistake one can make is not learning from their mistakes. Before concluding this informative piece, let’s recap the content covered.

In this article, we discussed the importance to backup Google Workspace and explored two verified methods to achieve this. While the manual method may be cost-free, it comes with its drawbacks. On the other hand, the Sysinfo Google Workspace Backup Tool proves to be highly efficient and reliable, providing a comprehensive solution for data protection.