Google has welcomed a range of work-related applications that will assist business owners in finding a one-stop solution to fulfill their needs. These applications were together terms G Suite, and have been updated as Google Workspace.

However, while Google Workspace efficiently stores important data, it’s not their responsibility to backup data and restoration in the event of issues. The responsibility of protecting and developing the backups for your data depends on you.

Here, you will learn the two methods to back up your G Suite emails, contacts, calendars, etc.

Ahead, we will see the step-by-step guide for the complete backup of your data, emails, documents, etc.

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Why Backup to G Suite Emails?

There are several important reasons to back up your G Suite emails, even though Google offers storage space:

Data Loss Prevention: Accidents happen! Emails can be accidentally deleted by you, a colleague, or even through malfunctioning apps with permissions. Backup helps to get back the crucial information.

Security Threats: Malware, hacking, and other security breaches can compromise data. Having an offline backup protects your emails from these threats.

Compliance Needs: Many industries have legal requirements to retain data for a specific period. Backups ensure you meet those requirements.

Business Continuity: Email is often the backbone of business communication. A backup protects you in case of service outages or disruptions that prevent access to your G Suite account.

Account Management: Managing their G Suite data is important when employees leave the company. Backups can help you smoothly transition or archive their emails.

In short, backing up your G Suite emails gives you peace of mind and protects your valuable data from various potential issues.

Two types of methods are available.

  • Data Export Tool for admins.
  • Google Takeout.

Explained: Google Data Export Tool, and it Working?

Google apps with a business license include the Data Export feature, which helps the admin to fetch, download, and save the files. However, the rule is that only super-admins of G Suite can act; no other users are allowed to access it.

Qualifications required to backup G Suite with the help of the Data Export Tool

  1. Compulsory required a super admin access detail
  2. Needs a domain that is at least 30 days old.
  3. 2-step verification must be sanctioned.
  4. Suitable for domains with less than 1000 G Suite accounts.

How to Take Back Up G Suite Mail Using the Google Data Export Tool

1.      You have to log in to your G Suite account using your domain details.

2.      Once you are logged in then redirect to Admin Console and click the “<” button.

3.      In Admin Console > Tools > select the Data Export option

4.      In the following screen, start taking backup by clicking the start button for G Suite.

5.      A maximum of 9 days are taken by Google to send a confirmation link of your exported data via email

6.      After receiving the confirmation email, click it > Access Archive button to operate your backed-up data.

7.      Now, you can download the data for each user from their respective folders to your local system.

A Drawback of Using Data Export Tool for G Suite Backup

Limited control

Time constraints

Data retention

Limited filtering

Data deletion

No deleted data

Fragmented download

Limited access notification

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Explained: Google Workspace Email Backup Tool, and How it’s Working

The Google Data Export Tool is crucial due to its long 9–day waiting period and absence of personalized features. Thus, it informs Google Workspace Backups as an option. It is suggested for email, contact, calendar, and taking backups from the G Suite. This tool swiftly and safely exports G Suite data to Outlook PST format without creating any issues.

Moreover, the tool comes with characteristics like mail filters and data selection, offering a full solution for all backup requirements. It regales both individual users looking to safeguard their data and administrators looking to back up all users’ data, with the option to select particular users as per their preferences.

This tool allows concurrent backup of various Google Workspace accounts within the domain. You are allowed to download it from the provided link, and it doesn’t compromise the quality of speed. It keeps integrity throughout the process and easily operates on 64-bit Windows 10 operating systems.

Qualifications required to backup G Suite with the help of the Google Workspace Email Backup Tool

  • Incorporate the project in Google Console.
  • Entitle API Access within the Google Cloud Console.
  • Include scopes at the Domain level

How to Take Back Up Your Google Workspace Emails

1.      Start downloading and installing the software onto your system. After that on the welcome screen, click on the backup button.

2.      The software is available with two supported Source account options. You can opt for G Suite and select the G Suite category to export data, including Emails, Calendars, Contacts, and Documents.

3.      Based on your G Suite account selection, follow these steps: if you opt for a G Suite account, register using your G Suite credentials and authenticate your account.

4.      The software will divert you to a particular destination path where your PST file(s) will be saved.

5.      Now, utilize the first two options to retrieve the list of users for downloading G Suite email and other data. The last option, “download template”, offers a template in the correct format for importing the users.

6.      Next, opt for the validate option to validate the imported user accounts.

7.      After validating, just click on the Start Backup button to begin and then click on the start.

8.      Lastly, the tool will start the G Suite account and showcase the live backup progress.

Advantages of Backing Up Google Workspace Emails

  • Data Loss Prevention
  • Disaster Recovery
  • Compliance
  • Cost Savings

TakeOut Service by Google 

Yet a well-known strategy for backing up G Suite is the TakeOut service by Google, which helps to download data for local storage or transfer it. However, it is suggested to use if anyone personally recommends it.

The first disadvantage is that it is unable to backup data for various G Suite accounts, and it allows limited-size backup only.

Moreover, it comes with a time-consuming process, TakeOut also doesn’t offer support or any filter options to target any specific data. Further, network interruptions during the backup process lead to a full restart and this challenge becomes even tougher while dealing with ‘resource-intensive’ G Suite data. If your data is resource-intensive then your backups fail multiple numbers of times and the only option you have is to restart it again and again.

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Wrapping up

Lock your G Suite emails demand well-organized strategies. Whereas the Data Export Tool has restrictions, an expert automated solution like Google Workspace Backup is considered as best choice. Secure the critical data, compliant, and always available for recovery.

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