Are you searching for manual ways to backup Google Workspace data? This article will provide all the essential information about Google Workspace, reasons to migrate data, free manual ways, and an automated approach to streamline the Google Workspace backup process.
What is Google Workspace?
Google is the most demanded and useful platform nowadays. Google launched Gmail in February 2006, and in the same year, it evolved and became Google Apps. After so many upgrades and additional services, it’s called G Suite in 2016. Afterward, G Suite was rebranded as Google Workspace on 6th October 2020. Google Workspace is a cloud-based platform that offers many online apps, such as Gmail, Drive, Docs, Calendar, Meet, Slides, Sheets, Forms, Sites, and many more, making multiple tasks more manageable for users.
Many organizations setup G Suite accounts and use them to enhance their productivity and revenue. It helps multiple users connect in a single place to communicate with the entire organization’s multiple teams and collaborate with them for a good change. As they work together in Google Workspace, it stores crucial data like documents, sites, meet links, forms, appointments, and more. That’s why it becomes important for users to secure their Google Workspace data.
Why backup Google Workspace data?
Undoubtedly, your data is secure in Office 365, but it is still necessary to backup it up for various reasons, such as:
- To take a backup of Google Workspace data for future use.
- Easily sharable to individuals in any remote area.
- Access Google Workspace raw attachment data such as images, docs, PDFs, and more.
- Secure your Google Workspace data from viruses and malware files.
- Access your Google Workspace data without any internet connection.
How to backup Google Workspace data?
There are two manual ways to initiate a G Suite backup using Google Takeout and the Data Export Tool for Admin of Google Workspace. Let’s understand how these methods work and how they allow you to back up Google Workspace.
Method 1: Utilize Google Takeout to export G Suite data
Google Takeout is Google’s built-in export tool that allows users to download and back up all of Google Workspace’s data in the user’s local or network drive of the system. It lets users select specific data from Google Workspace and download a backup copy effortlessly. Let’s check out the step-by-step process to backup Google Workspace:
Step 1: Go to the Google Takeout tool in your Chrome browser.
Step 2: In the Login wizard, enter Google Takeout credentials and sign in to your account.
Step 3: In the Product section, click Deselect all option.
Step 4: Now, Tick your desired data checkbox that you want to backup and click Next.
Step 5: Select Destination, Frequency, File type & size. After that, click on Create export.
Step 6: Google Takeout will start exporting data backups and show the message “Google is creating a copy of data from (selected) products.”
Method 2: Data Export Tool for G Suite Backup
The Google Workspace Admin account controls the Google Workspace users. Any organization needs to establish an Admin account so it can create multiple users and assign them roles and permissions. However, the Google Workspace Admin account has a Data Export Tool that lets users back up Google Workspace.
Step 1: Go to the Google Workspace Admin portal and login by entering the required credentials.
Step 2: On the GWS home page, click on the Data option.
Step 3: In the Data tile, click on Data import and export > Data Export option.
Step 4: In Data export section, click on Set up new export option.
Step 5: In Export Details section, enter preferred Name, select Scope and click Start export.
Step 6: The Google Workspace Admin portal will start exporting Google Workspace data.
Why avoid manual methods for Google Workspace data backup?
Using the following methods, you can backup Google Workspace data. However, these methods won’t guarantee a successful data export procedure, as data loss and other errors are possible. Here are some of the following disadvantages of the manual methods, which includes:
- Manual methods cannot provide 100 % satisfactory results.
- It’s a time-consuming process, and you can lose your data while utilizing a manual process.
- It cannot migrate entire components of Google Workspace, such as metadata, recipients’ information, and all.
- You cannot backup selective data from your Google Workspace account.
Thus, these pointers allow you to move forward to the third-party software that will enable you to backup Google Workspace data from a selective account.
A professional approach for Google Workspace backup
Kernel Google Workspace Backup and Restore is user-friendly software that allows even non-technical users to backup data from a single or multiple G Suite accounts into PST and many other formats. Its intuitive GUI makes G Suite backup effortless. You can also apply multiple filters to backup specific data according to date. Afterward, you can generate and download a detailed G Suite backup report in a CSV file.
Here is the step-by-step process to backup Google Workspace data by using the Kernel Google Workspace backup:
Step 1: Launch the Kernel Google Workspace backup tool. Click on Backup tile.
Step 2: In the following window, click on Add.
Step 3: In the G Suite Login wizard, enter Google Workspace credentials, such as Account Login Email Id, Service Account Email, and upload the P12 key, which is a security key required for accessing Google Workspace data. After that, select ‘List all Mailboxes using above credentials (Use Super Admin login details) ‘, select specific Google Workspace users, and click Add.
Step 4: In the following window, review Google Workspace users and click Set Filter and Migrate option.
Step 5: In the Filter Selection window, apply different filters for specific data backup and click I am OK, Start Migration.
Step 6: In the Save As window, select PST and check Split Output PST File After option to create multiple backup PST files. Click OK to initiate the backup process.
Step 7: In the Browse For Folder window, select the folder to save backed-up files. You can also click Make New Folder to create a new folder in that folder.
Step 8: The software will pop up Information tab in which you can view “Process completed. Please save the report to CSV” message. Click OK.
Step 9: Click on Save report to CSV to generate a detailed Google Workspace backup report.
Step 10: Enter the CSV file name and click Save.
Step 11: Click OK to end the backup process and close the software.
Conclusion
Backing up Google Workspace data is crucial, and this step-by-step guide lets you backup Google Workspace data to your system’s local or network drive through manual methods. However, these manual methods have some restrictions. So, use the recommended Google Workspace backup software to ensure quick backup of single or multiple G Suite accounts to the system’s local drive.
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