Archive G Suite Emails with 3 Simple Methods

Google G Suite (now known as Google Workspace) with more than 6 million paying businesses in March 2020 has grown incredibly from 5 million reported in February 2019. Although it has stiff competition from other productivity suites, predominantly Microsoft, it has been growing its reach with enterprises switching to cloud platforms.

Now, although Google Suite is responsible for providing products and collaborative services such as emails, contacts, calendars, slides, cloud storage, and team collaborative tools, it is not responsible for archiving them. It’s the G Suite user/administrator’s task to archive G Suite emails and save them to the local storage. Fortunately, there are 3 methods for archiving Google mailbox and we are bringing them to you in this article.

This write-up discusses the process of archiving G Suite account items such as emails, contacts, calendars, etc. The topics to look forward to are as follows:

• Need to Save G Suite Data
• 3 Simple Methods to Archive G Suite Email
• Archive G Suite Data with Native Export Tool
• Archive Data with Special Backup Tool
• Archive Data with G Suite Takeout

Why the Need to Archive Google Workspace Mailbox Items

We have listed some common reasons that can help you counter different scenarios by archiving the data items.

• If some user(s) delete the G Suite data accidentally or maybe it’s intentional
• If a device that has all the emails synced to it is lost or gets stolen, then archiving and deleting the information is good
• When an employee leaves the organization and his/her account is to be reused
• When a third-party app attacks your G Suite account using its ‘allowed’ hidden permissions
• A ransomware attack is always the ultimate threat to your G Suite mailbox
• There are situations when Google service faces an outage or shutdown, and you need to access your archive
• Business mergers and acquisitions lead to plenty of scenarios in themselves that can lead to mailbox archiving
• And, of course, legal compliance task generally requires data to be stored in a local system

3 Methods to Archive G Suite Emails

There are only 3 expert-recommended solutions to archive Google Workspace email. Each method requires a different level of expertise and authentication. We will learn about it in the method explanation itself. These methods are:

• G Suite Native Tool for Administrators
• Google Workspace Special Tool for both normal users and admin
• G Suite Takeout for normal users

To see what your qualifications are and choose the method of your liking.

Also Read:- Export Google Workspace to PST

How to Take Archive of G Suite Mail with Data Export Tool?

Every G Suite for business subscription comes with G Suite Export tool. However, this feature is only accessible to the super administrator of the domain. With this native tool, an admin can archive the complete G Suite accounts of all users without exceptions.

The steps for using this feature are:

1. Use the admin credentials to sign in to the G Suite account

2. Go to the G Suite Admin Panel and click the left arrow (<) button on the top-right corner.

3. Click the Data Export option in the Tools section.

4. The feature is now open, click on the Start Export button to start archiving the G Suite account.

5. Now, wait for a few days for Google to process all the user accounts of your entire domain.
6. You will get the confirmation email with the download link to the archives.
7. Open and click the Access Archive button to view and save the user account contents to your local system.

Time For A Few Drawbacks

• There’s no way to access this feature with a normal user account
• The Admin has no control over the data to process as the tool does not provide any way to select a data category or a specific set of user accounts for the archiving purpose
• The more accounts you have in your domain, the more time it will take to get the confirmation email. It may very well take 9 days or it may just end in an unsuccessful attempt.

How to Archive Google Workspace Email & Other Mailbox Items with Reliable Software

Google Workspace Backup is the best way to take G Suite email backup. It allows archiving of the individual user accounts as well as multiple G Suite accounts at once. Not only emails, but contacts, calendars, and several drive documents can also be saved with this application.

Furthermore, it provides date-range filters and delta backup features. You can go with this software to know how this professional tool archives G Suite mailbox items for domain users.

It can Add G Suite emails to Outlook PST format. However, you can download the trial version of the application after clicking on the below button.

Working Guidance of the Tool to Archive Gsuite Email

1. Launch the application on your machine
2. Now, choose the category of data to take backup 
3. Provide info and fetch Google users for the process.
4. Hit on Start Backup to take a backup of G Suite accounts.

How to Archive Account with G Suite Takeout Method

This method is only for individual users’ accounts and unlike the previous two methods, has nothing to do with administrator privileges. Since this method cannot handle the archive process of multiple user accounts at once, it is often referred to as a Gmail backup solution. However, G Suite users also apply it to archive G Suite emails for his/her single account.

The steps are given below.

1. Use the G Suite credentials to sign in to takeout.google.com/settings/takeout
2. Click “Deselect All” checkmark the Mails option to archive the mailbox, and click on Next.

3. Select “send the download link via email” and set the file type to ZIP.

4. Choose other settings as per requirements and click Create Archive.
5. The next window will display the “archive in process” message. Wait for it completely or simply close the web browser as you will get an email anyway when the process completes.

6. Open the confirmation email that you received and click on the “Manage Archive” button.

7. Now, click on the “Download” button to save the archive file on the local computer.

8. Extract the file on your system to find the archived G Suite mailbox within the compressed file.

Time for some drawbacks:

• It is only applicable to a single account at a time
• Only 3 attempts can be made in a day (7 in a week)
• If the mailbox is large, the attempt will fail more often than not
• There is no way to archive G Suite emails having collectively 50 GB or more size
• Admin can turn off Takeout for all domain users, so you may be unable to use this method anyway.

Summing Up

Creating an archive of cloud data is a constant need for many users. Even administrators need a solution to archive G Suite emails from multiple users’ accounts at once. So, we introduced some expert methods to take care of this user’s needs. The basic export tool is good if you can count the number of G Suite accounts on your fingers. While the special method allows you to take care of your custom needs. Even the last method is good for individual G Suite users who want to archive Google Workspace mailbox items without any help.

FAQS

Q 1. Is it possible to archive Google Workspace emails?

Ans. Yes, it is possible to archive Google Workspace emails using the software explained above. This application can transfer backup emails from Google Workspace to the local system.

Q 2. Can I manually archive G Suite emails?

Ans. Yes, if you are tech-savvy, you can archive G Suite emails manually. Since manual methods require technical knowledge and have some limitations. Users can try professional software without restrictions.