Organizations widely use Google Workspace as their primary platform for daily work and collaboration. Google Workspace offers complete security for your mailboxes and Drive data but does not protect against accidental deletion, hackers, or data breaches. So, taking a Google Workspace backup is the best solution to protect data against any issues. If the data is deleted without a backup, you cannot restore it.

 

In this blog, we will learn why to take a backup of Google Workspace and also the different methods to backup Google Workspace mailboxes.

 

Google Workspace Backup

The G Suite backup means creating extra copies of your organization’s mailboxes and Google Drive data. These copies are saved outside the Google Workspace server. It helps users to easily recover data that is deleted for any reason. You can backup the following Google Workspace data:

  • Emails.
  • Contacts.
  • Calendars.
  • Attachments.
  • Google Drive files and folders.

Why Taking a Google Workspace Backup Matters

Google Workspace already has strong built-in protection. This includes version history. It also has a trash folder to store files for a limited time after deletion. But once the files are deleted from the trash it cannot be restored. Therefore, taking a backup of Google Workspace can help the organization avoid unwanted deletions. 

 

Here are some common reasons to take a Google Workspace backup:

 

  • Accidental Deletion: Any member of the organization can delete important files by mistake. If no one notices before it is deleted permanently, then the organization can lose the files if they don’t have a backup.

 

  • Manage Data Storage: Google Workspace has limits on data storage. Sometimes most data is not needed in the present but may be helpful in the future. So taking a backup is the best option.

 

  • Protect Against Hackers: Hackers are increasingly targeting cloud accounts. They can lock or destroy the files. If you have taken a backup, then the hacked files can be restored easily.

 

  • Account Access Problem: Access issues can block IT admins from important data. When a former staff member leaves, accounts get suspended, or a login issue arises. Without a backup, recovering this data becomes difficult.

 

  • Internal Risks: Most of the time, risks don’t come from outside the organization. Sometimes any user within the organization can delete or misuse the data. So, a backup can help to protect data.

Google Takeout Method for Google Workspace Backup

Google Takeout is a manual method for taking a Google Workspace backup. This method saves data from Gmail, Contacts, Calendars, etc. The steps you have to follow while backing up data with the Google Takeout method are:

 

  1. Firstly, log in to your Google Account and go to https://takeout.google.com/.
  2. After logging in, click on the Deselect all option.

 

  1. Then select the data that you want to save.

 

  1. After selecting data, click on Next Step. 

 

  1. Select the destination for transferring data, such as a download link via email, Add to Drive, Add to Dropbox, or Add to Box.

 

  1. After that, choose the frequency for exporting data.

 

  1. Select the file type and the file size. Then click on Create Export.

Limitations of Manual Method

  • The manual method works best for individual users and one-time exports only.
  • Google Takeout only exports data 2-3 times a day and 7 times per week.
  • Users cannot choose the format of the resultant backup file.
  • Each archive link allows only 5-6 downloads and automatically expires after 7 days.
  • While exporting large files, if the connection drops, you have to restart the process. Already exported items will be exported again.
  • For each account, the admin has to repeat the same process.
  • With the manual method, you cannot save the attachments.
  • This method is time-consuming because you have to save mailboxes one after another.
  • Data changes every day, so you have to repeat the entire process.

 

An Automated Solution for Google Workspace Backup

Using a third-party professional tool like the Shoviv Google Workspace Backup Tool is more secure and faster for backing up Google Workspace mailboxes. Moreover, the G Suite Backup and Restore Tool backs up all data from G Suite mailboxes. The tool provides multiple features, which are:

  • Users can back up multiple mailboxes in a single process.
  • The software directly saves backed-up data in MBOX, PST, MSG, MHT, and HTML file formats.
  • Backup only the required data with the filtering option.
  • An incremental backup avoids backing up duplicate items.
  • Users can automate the backup job daily, weekly, or monthly.
  • The software backs up files of any size with no size limitations. 
  • Users can export/restore data from file formats like PST, OST, OLM, MBOX, MSG, and EML to a Google Workspace mailbox.

 

Final Words

In the end, choosing the right backup method is the most important decision. Users can use the manual method when they have to back up their personal data from G Suite. But when it comes to an organization with many users, a professional tool like Shoviv G Suite Backup Tool is a better choice. Backups always protect your essential data from deletion. Moreover, choosing the right method makes the backup process smoother. 

 

Frequently Asked Questions

  • Which method should users choose when they have to back up multiple Google Workspace accounts?

    Users should choose a third-party professional tool over a manual method. Because manual methods cannot back up multiple accounts at the same time. But with a tool developed by professionals for this purpose, like Shoviv’s G Suite backup utility, users can create multiple backup jobs and run them in parallel. This makes the backup process easier.

     

  • What is an Incremental Backup?

    During a backup, some mailbox data may not be backed up for various reasons. With an incremental backup, it only backs up the newly added data and the data that was not backed up during the last backup. This prevents duplicate items and makes the process faster. This feature is only available in professional tools like Shoviv Google Workspace Backup Tool.

     

  • How to back up only the required data from Google Workspace?

    With Shoviv’s backup tool, users can easily filter data with include/exclude folders and a date range. This helps users to prevent the backup of unnecessary data.

     

  • Is the Google Takeout method enough for business backups?

    The Google Takeout method works best for individual users and one-time exports. For businesses with multiple accounts, it becomes slower and fails to save attachments. For better backup processing, organizations should go for a third-party professional tool.

     

  • Does the Shoviv G Suite Backup and Restore Tool control the failed item?

    The software provides a failed item count feature where users can set the limit of failed items. If the limit is exceeded, then the process will stop automatically.