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How to Backup G Suite Cloud Data?

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By: Frosty Orange

January 7, 2020

How to Take Backup of G Suite (Google Apps) Data?

In this post, we will demonstrate the two methods using which you can export your G Suite data, including emails, contacts, calendars, and documents. Google provides an automated tool that is free but isn’t very user-friendly and lacks any customization option. We will look into that later in the blog. We are also going to talk about a third-party tool, i.e., SysTools Google Apps Backup, that provides the option of backing up single or domain users as per preference. You can take advantage of its filters and various custom options to backup G Suite account data.

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Why Do We Need to Backup Our G Suite Data?

G Suite is not invulnerable to viruses and ransomware attacks. What if you wake up one day to find out that you lost all your data to one such attack? Google only stores your data. It is not responsible for backing up your data. That is your responsibility. Various other reasons may lead to data loss. And our weapon of choice to counter them all is G Suite backup!Some reasons why Backup is Necessary:
  • Users may delete the data accidentally or intentionally (70% of data center incidents are the direct cause of human errors).
  • Interference caused by <a style="color:#0000EE; "href="">malicious third-party applications through its gateway of ‘permissions’ allowed for its installation.
  • Stolen devices that have the G Suite user account signed in can leak your entire data to the culprits.
  • G suite Backup is the safest answer to potential ransomware attacks. Even if your data gets encrypted and locked, if you have the data safely exported, you can still restore it later.
  • When an employee exit the company, it is a standard procedure to back up his/her data and reuse the account.

Methods to Export & Save G Suite Account Data

If we consider the number of users, backing up of G Suite data can be divided into two categories:
  • Single User backup
  • Domain Users backup
Google provides separate autonomous tools for both the backup process. While you can use “Google takeout” to take backup of a single user account, the “Data Export” feature available in the Google admin console. Below, we will discuss the steps of using this Data Export feature along with its limitations and prerequisites.Prerequisites for using the Export feature:
  • You require super-admin privileges to work with this tool.
  • The domain must be older than 30 or more days.
  • You need to enable 2 -step verification for a successful process.
  • It is only viable for backing up 1000 or fewer G suite users.
Once you fulfill the prerequisites, you can follow the given steps to backup G Suite account using Google data Export tool:
  1. Log in to your G Suite admin account.
  2. Go to the “Admin Console” and click on the “<” button.
  3. Now select the “Tools” option and click on “Data Export”.
  4. Click on the “Start” button to begin the backup G Suite data process.
  5. In the span of 9 days, you will receive an email confirming the backup completion. Open this email message and click on the “Access archive” button.
  6. Here download the backup file for all users one by one.
It’s so easy and straightforward, isn’t it? But still, it is not the most preferred option among G suite admins. Why? Because it does not provide a single opportunity to customize the process as per one’s liking. Let us understand it by looking at some of its major limitations.

Why this Google Export Tool Fails?

  • Once the process starts, there is no way to pause or stop it.
  • You cannot back up your data in the next 30 days after using this feature.
  • It does not support backing up of only selected user’s data. It exports the complete G Suite data by default.
  • You also cannot specify the data type that you want to back up. For example, if you require to backup only emails, you cannot specify it anywhere during the export process.
  • It takes a lot of time to process the G suite data (up to 9 days), and you even require to download the entire data afterward.

Backup G Suite Cloud Data Using SysTools Google Apps Backup Tool

This software to perform an on-premises backup of the G Suite account is a great alternative to the Google Export tool. It helps in exporting emails, contacts, calendars, and documents for single G suite users or the complete domain users as per requirement. Input your credentials, access your account, and take the backup of the data in most popular file formats. Everything from the user-centered interface to the features and functionalities of the tool is designed for performance.

Simple Steps to Take Backup of G Suite Cloud Data:

  1. Download, Install, and Run SysTools G Suite Backup Tool.
  2. Choose and login to “Single “or “Admin User Account”.
  3. Select the backup data type: Emails, Contacts, Calendars, Documents.
  4. Click on “Start” to begin the G Suite backup process.

Why Is This Tool Successful?

  • When entering as an admin, the tool allows you to select the user accounts that you wish to take a backup.
  • It provides a data category to help you select the required G Suite data for backup.
  • For saving up space, you do not need to backup data and then delete the files from the server. You can do this easily with the one-click “Delete after download” button.
  • If you wish to export emails that fall within a specific date range, you can do that as well with this tool.
  • The pause and resume feature comes very handily during the process.
  • There are multiple options to save your mailbox files.
  • A summary report is also generated once the whole process ends.


Here, in this blog, you will learn all about exporting your G suite for business or other license account data. While Google provides its very own export feature, it is not very welcomed due to lack of custom options and the sheer amount of time-consumption. However, using the third-party G Suite backup tool, you can backup all your emails, contacts, calendars, and documents fast and safe. Its varied set of features results in a user-centric and performance rich backup of Google Suite account.

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