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Simple Google Workspace Backup Guide for G Suite Users

Anuraag Singh | Last Modified: August 16th, 2021 | cloud, G Suite

Want to make sure you have a local or backup copy of G Suite archives? Let us go through an array of options and backup mission-critical business emails, contacts, calendars, and documents. Find the best Google Workspace backup solutions in this article.

Google Workspace (formerly known as G Suite), is a collaboration of tools on the cloud such as Gmail, Docs, Contacts, Calendars, etc. People who move to the cloud generally don’t ever go back to using a standalone email application. It because of the seamless benefits that it provides.

Many users are bothered by the problem: How to backup Google Workspace account? Although Google has a staggering record of managing data, it cannot save it from cyber attacks, hacking, and other cybercrimes. There is also the possibility of getting locked out of your own account.

Many Google Workspace accounts have critical business data that makes a backup of G Suite data extremely important.  We will discuss a number of approaches to take regular backups of G Suite emails.

How to Backup Google Workspace Data?

In general, there are five approaches:

These approaches are defined in a sequential manner below.

backup g suite data

Forwarding of Emails

The easiest way to backup Google Workspace data, although less secure than other methods, is to opt for forwarding of emails. The concept is to process and forward all the emails that come into your Google Workspace account into another email account. So, even if the G Suite account is compromised in some way, you will have all your emails on your other account.

Do note that only after you do this, will the emails start getting backed up in the other account. So, it won’t backup your previous Google Workspace emails. Also, it works only for incoming emails, not outgoing ones.

Google Workspace Forwarding

  1. Open your Google Workspace email account.
  2. Click the Gear icon and go to Settings.
  3. Choose Filter and Blocked Addresses>> Create a new filter >> enter @ in ‘From’ >> Create filter.
  4. Tick Forward to and add forwarding address then click Create Filter.
  5. Proceed to finish the creation of filters.

Now, all the new incoming emails will automatically be processed and sent to the forwarding address. Thus, creating a backup of Google Workspace emails in other email accounts.

SMTP Server Forwarding

Another forwarding alternative is for those users who have server environments for email management such as Exchange. A rule can send every message received in the Google Workspace account into Exchange. You can also use something free like Outlook.com as a backup destination.

Forwarding to Evernote

Evernote is a widely used note application. And every Evernote account comes with a native email address. So, you can set a filter in Google Workspace account that can forward emails to this Evernote email address. Thus, Evernote acts as Google Workspace backup.

Download & Archive

This is the most used backup group.

Download and Archive is the type of method that can download all the emails from Google Workspace and save them on a local machine. Thus, even if there is no internet connection, the backup Google Workspace data can be viewed without any issues.

The two main ways to do so are:

Emails Clients

Perhaps the most common way to backup Google Workspace data if you already have a desktop email client is to use that email client. G Suite account is simply a business Gmail account. It can be configured in any desktop email client with IMAP or POP configuration.

It is recommended to opt for IMAP configuration as it will only synchronize the data on your email client. You can then download them via the native Export functionality of the email client. However, with POP, the data will be deleted from the Google Workspace account and will be available only on the desktop email client.

Simply set up the Google Workspace account (Settings -> Forwarding and POP/IMAP -> Enable IMAP) and then proceed to configure it in your email client, irrespective of OS.

The disadvantage is that for each Google Workspace account, a separate configuration in the email client is required. This can be very faulty if there is a requirement for Google Workspace backup solution for multiple accounts.

SysTools Google Apps Backup Tool

The ONLY real solution that can backup multiple Google Workspace accounts of a domain at once.

With this professional application, it is possible to backup Google Workspace data onto the local machine. It provides multiple formats for downloading emails such as PST, MBOX, EML, and MSG. Further, it can backup not only emails but also contacts, calendars, and documents from your G Suite account.

It provides the option to backup single Google Workspace accounts as well as multiple Google Workspace accounts (domain) at once. It has a boatload of features that make it a handy backup tool for both beginners and professionals.

Free Download Purchase Now

Simple Steps to Backup Google Workspace Account:

  1. Download and Run SysTools Google Workspace Backup Tool.
  2. Select “G Suite“ & “Outlook”.
  3. Choose backup category: Emails, Contacts, Calendars, Docs.
  4. Click “Start” to start the Google Workspace backup process.

For backup in MBOX format, write to our support for the on-demand feature.

google workspace backup tool

An Article on Features Related to This Application:

One Time Backups

This is a slight variation of Download and Archive group. It is the second most used backup alternative. It generally consists of manual methods to backup Google Workspace for free.

Google Takeout

Since Google Workspace account is actually a business Gmail account, its data can also be exported via Google Takeout. This Google service allows a user to export all the data items from the Google Workspace email account into either Google drive or compressed files on the local system.

It is easy and free but is not applicable for one account at a time. Also, it takes several days for Google to actually provide a download link and there are only 5 tries for one download link. So, be patient and ready your internet connection.

G Suite Export Tool

  1. Sign in to Google Workspace admin profile.
  2. Go to Admin Console, then click “<” button.
  3. Select Tools >>Data Export.
  4. Hit Start button to initiate the Google Workspacebackup process.
  5. It will take upto 9 days for Google to process and provide you with a confimation email. Open this email and hit the Access archive button.
  6. Now download the Google Workspace backup file of all users one by one.

Do note that this monotone method is not preferred by users due to the lack of any custom options. A user cannot stop the process, request for another backup in the next 30 days, cannot back up only specific data types or data items, plus it takes a lot of time to complete. Only one export format is available that cannot be changed.

Note: SysTools Google Workspace backup tool can also be considered as a one-time backup tool with its flexibility to export data onto the local machine.It provides filters, data category selection, and multiple other options not available in the one-time backup methods.

Cloud to Cloud Backup

There are a few cloud to cloud backup solutions available that create the backup of Google Workspace account into another cloud location. This location is generally the one provided by the developer of the solution.

Several such applications are Backupify, Spinbackup, Upsafe, Handy Backup, etc. Do note that all these Google Workspace backup solutions are provided by third-party brands.

Also Read about Migration to Other Platforms:

Conclusion

It is clear that there are various methods to backup your Google Workspace data. Some can backup only emails, while others save contacts, calendars, documents as well. Users can choose the method as per the preference of location to backup data such as SysTools Google Workspace backup to download G Suite emails to the local system.