With a growing number of users, Google Workspace (formerly G Suite) is becoming the most preferred and high-end cloud-based productivity suite. Due to advanced security, app integrations, and other reliable features, many organizations and businesses rely on Google Workspace for effortless collaboration.
However, independent data safety is also crucial to prevent business workflow. So, it is necessary to backup Google Workspace emails, documents, and other data to prevent them from unexpected incidents. Google Workspace users cannot lose their important conversations and data. In this blog, our focus will be on how to backup Google Workspace emails with zero data loss.
Get the top 3 Google Workspace email backup solutions with stepwise guidance. Let us get started with our tips, tricks and expertise to assist you in the best way possible.
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Backup Google Workspace Emails: Key Reasons
Backing up data from Google Workspace cloud storage also prevents data disasters and provides full control of the data. Some other key reasons for Google Workspace emails backup are as follows:
- Easy control over mergers or acquisitions: Imagine a situation where organizations have a crucial majority ownership stake in another organization; backup helps in easy data transfer.
- Provides offline accessibility: Backup is stored in offline storage devices, which provides easy accessibility of your data at any time with no internet connection.
- Helps to recover data from accidental deletion: When the data is deleted unknowingly, backup files (copies of data) are also helpful in restoring them without hassle.
- Safeguard your data from malicious ransomware attacks: In general, data is also prone to malicious ransomware attacks due to several reasons, so keeping a backup will protect your data from these attacks effectively.
- Maintain data retention and compliance: A well-defined backup strategy, including regular backup, secure data storage, data classification, etc. helps to maintain data retention and compliance.
After understanding the reasons and benefits, let’s now learn the effective solutions to backup Google Workspace emails.
Backup Google Workspace Emails: Top Ways
Choosing the right strategy and method is wise when you’re looking for Google Workspace email backup. Here, you’ll find the most reliable methods that will help you to achieve your backup goal. Go through the methods and choose them for your backup process accordingly:
Method 1. Use Google Takeout Tool
With this tool, you can export or backup your Google Workspace data in a downloadable archive format. The Google Takeout tool is free to use, and you can back up your data, save it locally, or transfer data to another account. You can also export Workspace data to another cloud service easily. Here is the process to backup Google Workspace data.
Step 1. Go to theGoogle Takeout page and log in with your Google Workspace credentials.
Step 2. Click on Deselect All to unselect other Google products.
Note: All Google Services are selected by default, so the above step is necessary.
Step 3. From the service list, select the Mail icon. To customize your backup settings, click the All-Mail data included button. Scroll down and press the Next Step option.
Step 4. Choose File Type, Destination, and Frequency accordingly. Click on Create Export.
Step 5. You will see the export progress of the Google Takeout tool.
Drawbacks of this method:
- Depending on the backup size, it may take longer than usual.
- Resuming the process is hectic if it gets interrupted.
- Backup the data in ZIP file format only.
- Once exported, you can only backup your data again after 30 days.
Method 2. Use Google Data Export Tool
Google provides a Data Export Tool that allows you to download or create an archive for your workspace data once a month. With any edition of Google Workspace, organizations can backup efficiently. Below is the procedure to backup emails using the Google Data Export Tool:
Step 1. Firstly, sign in to Google Workspace with admin credentials.
Step 2. Tap on the > button in the Admin Console interface.
Step 3. Select Tools, then tap on Data Export.
Step 4. Click on Start Export to initiate the process.
Step 5. Google will take up to 9 days to process and will provide a completion message via email. Access email and click on the Access archive button.
Now, you can download and backup your Google Workspace data.
Drawbacks of this method:
- Once the process starts, it can’t be stopped, and you will be restricted from using this feature for 30 days.
- It takes around 9 days to back up your Workspace data.
- Backups the entire Workspace data, not selective data, or users.
Several Google Workspace users get worried about the drawbacks of manual approaches, including time consumption and lack of customization features. Now, which solution effectively counters these limitations and backup Google Workspace emails in bulk?
We have got the right solution for you. Use a top-quality automated Google Workspace backup utility. Get more details below.
Method 3. Use a Professional Google Workspace Backup Solution
To escape these limitations associated with manual methods, utilizing the professional Google Workspace Backup tool is the right approach. Kernel Google Workspace Backup and Restore is a dynamic and effective tool to backup complete Google Workspace data easily in a few steps.
You can save all your Google Workspace (G Suite) data, including emails, Contacts, Calendars, Google Drive, Google Groups, etc., to local and external drives quickly. You can also restore the existing backup in PST files to G Suite or Google Workspace mailboxes with this tool.
Major highlights of the tool:
- Export Google Workspace mailbox data to PST or other formats such as MSG, EML, PDF, DOC, DOCX, MHT, or HTML format.
- Helps to backup Google Drive/Google Photo and Google Groups.
- No size limitation to Import PST to Google Workspace mailboxes.
- Multiple advanced filters available for selective backup.
- Run multiple backup cycles simultaneously.
- No need for Outlook to restore PST files.
- Performs a quick backup of Google Workspace Groups.
- Use CSV files to backup and restore multiple G Suite accounts.
Conclusion
We hope that you have understood the best ways to backup Google Workspace emails from this guide. Backing up Google Workspace with Google Takeout and Data Export tool is effective but comes with certain limitations.
But using Kernel Google Workspace Backup and Restore tool allows you to backup and perform your task beyond the limitations with additional features and security. With wide support for all Windows versions, this tool is user-friendly and effective. Get your A demo version of the software is also available to evaluate the tool’s effectiveness.
But using Kernel Google Workspace Backup and Restore tool, the best G Suite alternative, allows you to backup and perform your task beyond the limitations with additional features & security. With wide support for all Windows versions, this tool is user-friendly and effective. Get your free demo version today.
Read more: How to import IMAP email to Gmail?
Frequently Asked Questions
Q-1. Can I backup my Gmail emails to an external hard drive?
Ans: Yes, using the Google Takeout and Data Export method, you can download an archive of your emails from Gmail to a hard drive. Alternatively, you can also use a professional Google Workspace backup solution to ease the process.
Q-2. What is the best Google Workspace backup solution?
Ans: Kernel Google Workspace Backup and Restore tool is a comprehensive solution that guarantees full backup and recovery of Google Workspace data. With its advanced embedded algorithms, you can backup multiple mailboxes from the G-Suite Account.
Q-3. Can I download all my emails from Gmail?
Ans: Yes, you can download all your email data from Gmail and even create an archive to keep your emails safe.
