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Know the Ways to Export Google Workspace to PST Files

Aldrich Calvin | Modified: 2021-10-28T12:39:49+00:00|Google Workspace | 5 Minutes Reading

With the launch of Google Workspace (earlier known as Google Apps and then rebranded as G Suite) in 2006 for businesses, nobody thought people would be choosing Outlook over it. This made them look for ways to move their Google Workspace data in PST, the file format accepted by Outlook.

Google Workspace is a platform that has been a savior of many small organizations and businesses. The user-friendly interface, flexible working plans, and economical rates are some of the reasons that have kept the users hooked up to Google Workspace.

However, when the needs of users change- willing to move to a desktop-based email client, they are in search of ways how to convert Google Workspace to PST. This is what we are here for!

How to Export your Google Workspace data to PST?

In this article, we will explain the methods to save the Google Workspace data to PST in two scenarios:

  1. When there is an individual user
  2. When there are multiple users

So, let’s get started.

export google workspace to pst

I. Single user scenario – Convert single user data to PST

Considering the situation of a single user, who might want to access their data in their homes along with their Offices. What can be better than using the email client most preferred by users- Outlook? Thus, there is a demand from users to tell them about the ways to export their data to PST.

How to do that?

You can do this in two steps:

  1. Configuring your account to enable POP/IMAP access
  2. Configure with Outlook

Step 1: Configuring your Gmail account by enabling POP/IMAP

  1. First, go to your Gmail inbox in the Google Workspace account, that is to be configured.
  2. Now, you can see a Settings icon, directly below your profile image in the top-right corner. Then, press on the ‘Settings.’ option from the drop-down menu.
  3. Select the “Forwarding and POP/IMAP” Then, move forward and click on the “Enable IMAP” from the drop-down menu.
  4. Lastly, hit the “Save Changes” Leave all the other settings in their default manner.

Doing the above steps, your configuration of Gmail with IMAP is completed. Now, configure your Outlook to receive emails.

Step 2: Configure your Outlook account

  1. When you initially run Outlook, Add Account Setup will display on your screen. You may also add a new account on your own.
  2. Press the ‘Next’ button after selecting manual setup mode. Select the ‘POP or IMAP’ option in the following stage.
  3. Now, provide all required information, such as your name and email address. Enter both your login username and password. Under server setup, change the account type to IMAP.
  4. In the ‘Incoming Mail Server‘ settings, enter “imap.gmail.com” and in the ‘Outgoing Mail Server’ settings, enter “smtp.gmail.com”.
  5. By choosing the ‘More Settings’ option, navigate to the ‘Outgoing Server’ Select ‘Use the same settings as my incoming mail server’ and check the box.
  6. Then, go to the ‘Advanced’ page and enter the given information as they are:
  • The incoming server (IMAP) 993 (Port)
  • Outgoing Server Encryption Type: SSL Incoming Encryption Type: SSL (SMTP) 587 (Port)
  • Outgoing TLS Server encryption type 5 minute time out (Recommended)

Make sure to save the changes before moving on to the next step. Outlook will check your server settings and notify you if anything goes wrong. However, if the procedure was finished perfectly, your emails will begin downloading, indicating that it was successful.

If you specifically need those Google emails in PST file, you can easily export them from Outlook. The process is as follows:

  1. In MS Outlook, click on the File button
  2. Select Open & Export and click on Import & Export
  3. Choose Export to a file, then Outlook data file
  4. Select the Google Workspace account for export.
  5. Select a location to save the PSt file and click Finish.

A point not everyone is aware of:

We expect the IT admin to know everything, not the users (especially those not from the technical background). Sometimes individuals try to convert their Google Workspace data to PST by using Google Takeout or Data Export Tool.

Do you think this is the most efficient method to get your data in PST format?

No! This is because using Google Takeout and Data Export tool stores your data in MBOX file format. To access your data in Outlook you need to have your data in PST.

The next step you will have to take is to convert those MBOX files to PST file format using a tool. Why do you want to perform such a long procedure?

Go for a viable option instead. Use the professional tool mentioned below and get your data exported to PST in one go.

II. Multiple users scenario – Export Google Workspace to PST for Complete Domain

If there is a single user, he can conveniently use the manual method explained above. But what about the administrators who are required to move the data of the entire organization to PST? In that case, the manual method is not feasible.

It is important and recommended to use a professional tool. The expert tool to backup your Google Workspace data to PST is the SysTools Cloud backup & restore tool. It is a great software that also furnishes the users with many amazing features. This tool provides you with a direct option to migrate data from Google Workspace to PST, rather than sync.

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This tool also migrates all the data to multiple user accounts to PST in one go. It backs up all your business data-emails, contacts, calendars, etc. It even has a delta backup option to save newly arrived data.

Ending words

Google Workspace to PST is a tricky business if you don’t know the smooth way to do it. Using two user scenarios- single and multiple we have explained the whole story. The manual and the automated methods to do it are explained. Choose the one as per your preference.