Every G Suite admin, atleast once in his/her lifetime, looks for a way to delete some emails from a user mailbox. Unfortunately, this is impossible without logging into that particular user account and deleting G Suite emails then and there.
But, of course, that’s not our focus today. It is just a piece of information we would like you to know so you won’t waste your time looking for it.
Our main focus is how a user can delete G Suite emails from his/her account. We will also take a look at the following points:
Well then, without wasting any more of your time, let us start with the topics at hand.
Please keep in mind that an ADMIN cannot delete other G Suite users’ emails without logging into their accounts individually. So, you must first sign in to your G Suite user account, and proceed with the instructions given below.
Alert: The following steps will delete your data permanently. It is recommended to back up the user data before deleting them. Also, take a look at a few things to consider before deleting the G Suite emails.
Method 1: Delete Option
Method 2: Use Filters for Complete Deletion
Yes, it is possible to do so. Most G Suite users/admin prefers to keep a local copy of the emails before deleting them.
Since Google does not provide such a method, users often opt for professional tools like G Suite Backup Software. It has the “Delete After Download” option, that automatically deleted the user mailbox once all the emails are saved locally. You can save the emails in four file formats: MBOX, PST, EML, MSG. These files can be later used for accessing the emails offline.
The steps to do so are:
One must consider a few things before deleting the emails permanently.
Transfer the Emails:
You can go through the emails once before deleting, simply transfer the emails to some other G Suite user account. Then, you can delete the current emails and still have a copy left on the other G Suite account.
Rename the User:
The account can actually be renamed and used again by another employee without the need to delete the emails/account. You can simply create an alias (nickname) for that user.
This is when you are looking to delete the account entirely. In such case, you can actually transfer the ownership of the account to other employee (someone replacing the employee who has this email account).
Suspend the Account:
If the account is not necessary for the time being, but you don’t know what to do with it at the moment, you can simply suspend the account for now. It will block the user’s access to the account temporarily.
Create a Local Copy First:
Actually the Most Important Point is to create a local copy of the emails before deleting them. Thus, you will always have the important stuff with you even after emptying the entire mailbox.
In some scenarios, G Suite admin needs to delete the G Suite user account, for example when an employee leaves the firm.
Deleting the user account will delete all the user emails and other data.
Sometimes, A G Suite admin tackles a situation where he/she needs to delete the user account/mailbox data. For example – when an employee leaves the organization. Some administrators simply delete the while user account, some only suspend the account, while majority of them delete the emails and assign the account to another employee.
Whatever the case, in this blog, we have covered how a G Suite user can delete G Suite emails permanently. We have also provided some things that must be considered before deletion. And pertaining to that, we have discussed a method that automatically backs up emails and deletes them afterwards. Anyhow, you may choose to delete G Suite user emails with/without considering anything, it’s all up to you.