Regardless of the reasons to export Google Workspace, it is important to note that there are three methods to export data:
- Data Export Tool for Domain-wide export
- Google Workspace Backup for for Domain-wide export
- Google Takeout for Individual export
The company-wide data export options include using the Data Export Tool inbuilt in the G Suite admin panel. It allows the super administrator to export all users’ data of the organization in one go. The limitation is that you won’t have a choice regarding what, how many and whose data you must export. Alternatively, you can also use the smart Google Workspace Backup Tool to overcome these limitations. It provides you with plenty of backup options, such as data category, users, date-range filters, priority, etc.
You can also export individual user data using the Google Takeout option. It comes with all Gmail accounts, free or paid. With this option, there is no need for the admin to export Google Workspace emails for free for all users. Each user can export his/her data without any external help.
In this article, we will show you how to export Workspace emails on an enterprise level or on an individual basis.
So, let us start the solutions.
Domain-Wide Workspace Export Options
The company-wide options include Data Export Tool. It comes with every paid Workspace domain, so it’s essentially free to use. If you want to be able to select the various options during the export process, you can go for the alternative third-party tool.
# Google Data Export Tool
To use this option, you must satisfy these requisites:
- Your domain must be 30 days old or more
- You must be a super administrator
- 2-Step verification should be turned on for your account
- The domain must have less than 1000 user accounts
How the Tool Works:
- Sign in to your G Suite account with super admin credentials.
- In the Admin console, click on the “<” arrow from the top-right section
- Click on Tools and hit the Data Export option.
- Click the Start Export button.
It will take anything between 3 to 14 days for the process to complete depending on your users’ mailbox size. You will get an email notifying you about the completion of the process and the link to download your Workspace data.
Although the process is easy, you never know how much time it will take and you don’t have any choice on what to download and what not to. This option does not export Google Workspace data from:
- Suspended, archived, and deleted accounts.
- Accounts that are assigned a Vault former employee license
# Smart Tool to Export Google Workspace Emails
Although it’s not free, using Workspace Backup for Enterprise can help you overcome the limitations of the Data Export tool. It provides you with multiple options to backup G suite data:
- Choose data category – emails, contacts, calendars, documents
- Apply date-range filters
- Select particular users for export
- Set priority on what accounts to export first
Individually Export Google Workspace Emails Free
You can use Google Takeout to export Google Workspace data for individual user accounts. It has plenty of options to download Gmail emails from and is easy to execute.
- Go to Takeout Settings page and choose from a long list of options that you wish to export.
- Select the preferred way to download data such as receiving a download link via email, delivering the file to Drive, Dropbox, OneDrive, Box account.
- Set it as a one-time archive process.
- Select .zip file type. If the file size is large, Google will send you multiple backup files to fit them.
That’s it!!
You can select the specific option to export Google Workspace emails as per your requirements.
