Ashwani Tiwari | Modified: 2019-10-22T09:23:55+00:00 | How to|
Ever wondered how many ways are actually there to download G Suite emails? I would say plenty! Yes there are a lot of techniques to download your Google Apps emails and data to local storage. There might be various reasons to export the G Suite data, but choosing the right method is the key for successful G Suite data migration.
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So,without much ado, let’s get started!
Top5 Methods to Download G Suite Emails
#1Data Export Tool in G Suite
Starting with the Data Export tool in Google Apps. This utility is available to all the G Suite for Business plans. The prior functions of Data Export utility is to save the data from Google Gmail, Team Drive, Contacts, Hangouts Chats, Documents, Vault etc.
To get started with Data Export Tool, we have to enable a couple of settings and prerequisites to download G Suite data:
- Make sure your are the super administrator of G Suite account. Also, your domain must be at-least 30 days old.
- Enable 2-step Verification in G Suite admin account.
- There must be 1000 or lesser user accounts
Afteryou meet up with the above requirements, follow the below steps:
- Log in with your G Suite Admin details.
- Visit the AdminConsole >> click on “<” button
- Move to Tools >> select Data Export option
- Hit on Start button to download G Suite emails and data.
#2 Google Takeout
Oneof the most popular tools among Google accounts users is GoogleTakeout or Takeaway. Here are all the steps to use Takeoutto export Google Apps data.
- Startwith Signing in to https://www.google.com/takeout.
- Nowchoose all the data items like Gmail, Contacts, Drive etc. that youwant to export >> hit Next.
- Choosethe desired file extension (.zip, .tgz) in which you want toexport Google Apps data.
- Next,choose the Delivery method >> tap on Create Archivebutton to begin the process.
- Youneed to wait for a while until archive file (.zip/ .tgz) is exportedand ready.
- Adownload link of archive file will be sent to your Google Appsmailbox.
- Openthe link and download the archive file. Save the exported data fromG Suite to a desired location.
#3Google Apps Export Tool
This one is mypersonal favourite backup solution to conveniently exportG Suite emails to desktop. SysToolsG Suite Backup Solution is a professional approach tosecurely perform G Suite data migrationand export from single user account as well as domainaccount. The software is especially built to tackle down thehurdles in exporting “heavy” G Suite data, which the manualmethods most of the time fail to work.
The tool simply exports the Google Apps emails, contacts, calendars, attached files to multiple file formats like PST, MBOX, MSG and EML, which can be saved to any on-premise location.
Hereis the free version of the software to export G Suite to PST, whichwill export 100 emails and 25 other data items form G Suite accountto local storage:
#4Google Vault
Comingnext to Google Vault service. Now there are a lot of misconceptionsabout Vault. Many users think Vault exports a copy of Google accountemails and stuff, which is in reality not true!
GoogleVault is ideal to use when you want to keep an archive of your data,something which you often do not need but you might need in future orsome users actually require it for may be legal purposes.
Vaultindeed turns out to be a really useful utility when it comes toretain a historical data in any organisation. Google Vault performs 3main tasks, Retain, Search and Export.
Findthe complete stepwise tutorial of Google Vault in the article IsGoogle Vault A Backup?
#5Sync Your Google Apps Account with Outlook and Export G Suite Emailsto PST
Nowthis is a tricky way to download Google Apps emails, easy techniquethough. Only applicable if you are having Outlook application. Allyou have to do is just configure your G Suite email account withOutlook account and then with the Export to PST option, you caneasily export Google Apps data to your desktop in PST format.
Toconfigure G Suite with Outlook, follow the below steps:
- Open your Outlook account >> go to File >> Add Account
- Now enter G Suite credentials >> tap on Advanced options >> Mark the checkbox “Let me set up my Account manually” >> Connect
- In the choose account type option, select IMAP >> Now enter the following settings:
- Incoming Mail Settings: enter “imap.gmail.com”, put “993” for Server & Port no., select SSL/TLS as Encryption method.
- Outgoing Mail Settings: enter “smtp.gmail.com”, put “465” for Server and Port no., choose SSL as Encryption method.
- Click on Next.
- Now you have to enter the G Suite account password >> hit on Connect >> click on OK
Assoon as your G Suite account gets configured with Outlook, your GSuite emails will be synchronisedand then you can easily export anddownloadG Suite emails fromMS Outlook.
BeforeYou Implement Any of the Above Methods, Take ALook At the Lags!
Havingdescribed all the above methods, I would like to add where thesetechniques are lagging. Take a look at following points and thenimplement the method that best suits your requirements.
- Starting with Data Export Tool, as we already discussed the prerequisites, there is more than that,
- Data export tool takes a hell lot of time (72 hours or even more) to download Google Apps emails and other items.
- The tool just can’t export data from certain user accounts for no reasons.
- No freshly added data will be downloaded with this utility.
- For Google Takeout, it also takes a lot of time (even days) to export a huge amount of data.
- Google Apps backup tool is ideal to export large G Suite data and being a third party software it is built with a sole purpose to download G Suite data in bulk flawlessly. The only limit I believe is, it is not supported on MAC OS, but only Windows.
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- Google Vault does not mainly work to backup G Suite data, but to only Retain, Search and Export it. So, it can’t be termed as a purely backup solution.
- For the Configure G Suite with Outlook technique:
- You need MS Outlook installed in the first place.
- If the G Suite emails are heavy, say 30K emails, Outlook is going to hang and freeze, ruining the whole process. You may lose some of your data as well.
So that is it! Grab any suitable method for your Google account and download G Suite emails without stressing out.
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Related: Know How to Migrate Google docs to Office 365
Commonly Asked Queries
Who can initiate the Data Export tool in G Suite ?Due to the security control only the Supper admin of G Suite account who is created 30 days prior to the request can only initiate the exportation. For start the exportation the G Suite account should be enable the 2 step verification and have 1000 or fewer user accounts.
In which file format Google Takeout download the G Suite data ?Google For Mac
Google Takeout or Takeaway support the archive file formats ZIP and TGZ which supports the lossless data compression.
What are the data downloaded by Google Apps backup tool ?Google apps backup tool allows the users to backup their G Suite email, calendar, contact and attached file data in PST, EML, MBOX and MSG file format on the local system.
Does Google Vault backup Google Apps data ?Google vault mainly work to retain, search and export the data. Which archive the which you often do not need but you might need in the future.
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