How to Archive G Suite Email from User Mailbox [Solved]

Frosty Orange | June 2nd, 2021 | G Suite

You are here because you need to archive G Suite email. The reason may differ from archiving a mailbox after an employee left the firm or simply backing up the mailbox data. Well, instead of prying into the reasons, allow us to focus on the more important things – Archiving G Suite Emails by Admin Or Normal User.

As for the methods, they are as follows:

  • Synchronize User Emails
  • Use TakeOut facility
  • Archive with G Suite Export facility
  • Archive with G Suite Backup Tool (Can Perform Automatic deletion after Archiving)

Now, let us start with the method explanations. DO read them all before choosing and implementing the solution.

Methods to Archive G Suite User Emails – Detailed Explanation

I. Synchronize User Emails with An Email Client

This may seem a little tricky at first, but it’s a fairly easy process. What you need to do is use a desktop email client like Outlook to synchronize the G Suite account and simply make a PST file containing all the emails. You can even do this in Thunderbird and create a MBOX file instead.

Note: This is not feasible if you wish to archive mailboxes of all G Suite accounts.

synchronize email

You may be well aware of the mechanism to configure the account, but we will still provide instructions just to be safe.

  1. Run Outlook, go to File, click Add Account.
  2. Enter G Suite user credentials, hit Advanced tab, select “let me set up my account manually”, then hit Connect.
  3. Choose IMAP is the account type, and enter the details:
    1. Incoming Mail Settings: imap.gmail.com, server/port no. – 993, encryption – SSL/TLS
    1. Outgoing Mail Settings: smtp.gmail.com, server/port no. – 465, encryption – SSL
  4. Then, hit Next.
  5. Enter the G Suite password, click Connect, then Ok.

All the emails will be synchronized with Outlook, and now you can easily export the emails as PST file using Import/Export feature. This takes care of the archiving G Suite email.

II. Use TakeOut Facility to Save G Suite Emails

Another method to archive G Suite emails of individual user account is to use TakeOut service.

Again, this is feasible for normal users and not admin users that wish to archive multiple users at once.

use takeout

The steps, roughly, are as follows:

  1. Sign in to your account after opening https://www.google.com/takeout.
  2. Hit Deselect All Items and then go on to select only Mails option, then click Next.
  3. Choose the ZIP folder for delivery method, as it is slightly lower in size compared to TGZ for the same amount of mailbox storage.
  4. Choose “delivery via email” along with other details as necessary and click Create Archive button.
  5. Now, wait patiently for Google to compile the data (you may close the browser).
  6. In a few hours/days, you will receive the download link. Click Manage Archive in it and download all the data in compressed format.

III. Archive G Suite Emails with G Suite Export Tool

It is a good means for G Suite admin to download user data. But at the same time, it will take time to complete. And there are also chances of failing the method, although it won’t affect your data.

use export tool

Anyhow the process goes as follows:

  1. Login with admin credentials into your G Suite account.
  2. Open the Admin Console.
  3. Click on the “<” arrow on the top right of the screen and click on Data Export.
  4. Finally, hit Start Export button.
  5. It will take a considerable amount of time (more than a week) for Google to process all the G Suite users’ data and then provide you with the confirmation email.
  6. Open the email and use it to download the archive G Suite emails of multiple user accounts.

Note: You won’t have any say in what data, whose data, and how much data, is to be archived. This process includes them all and hence it somewhat less preferred when wanting to archive only G Suite emails.

IV. Using A Backup tool to Archive G Suite Mailboxes

Have you noticed that none of the previous methods provide a way to archive specific users’ mailbox accounts? Well, this one does provide such an option, although not mandatory.

Plus, you also get date-range filters, data category to choose, option to import only specific users, and more.

This method uses the G Suite Backup Tool and its wide set of features to archive G Suite user data. The user data can be of an individual account or multiple G Suite accounts at once.

Free Download Purchase Now

As for the detailed guide, refer to the product page (link is given above). In brief, the instructions look like this:

  • Run the tool and click Backup button.
start the tool
  • Choose G Suite, apply filters, and choose the data category option that you want to archive.
data category
  • Enter Admin id of G Suite, service account and certificate file that you will find during the pre-requisite.
  • Provide a destination location to save the archived files and validate it.
  • Use either way to import the list of users that you want to archive and click Next.
  • Validate the imported users, then click on Start Backup >> Start button.

Summarizing Things Up

There comes a time in every G Suite admin’s life when he/she needs to archive G Suite email from single/multiple user mailbox. We have summarized four methods for this G Suite archive process. One of them provides a way to automatically delete you data once it’s archived. You may read all the methods and choose one as per requirements.