{"id":6975,"date":"2024-03-13T18:26:00","date_gmt":"2024-03-13T12:56:00","guid":{"rendered":"https:\/\/www.pcvita.com\/blog\/?p=6975"},"modified":"2024-03-18T10:56:56","modified_gmt":"2024-03-18T05:26:56","slug":"archive-g-suite-email-user-mailbox","status":"publish","type":"post","link":"https:\/\/www.pcvita.com\/blog\/archive-g-suite-email-user-mailbox.html","title":{"rendered":"How to Archive G Suite Email from User Mailbox? [Solved]"},"content":{"rendered":"<p>You are here because you need to archive your G Suite email. The reason may differ from archiving a mailbox after an employee left the firm or simply backing up the mailbox data. Instead of prying into the reasons, let us focus on the more important things \u2013 Archiving G Suite Emails by Admin or Normal User.<\/p>\n<blockquote><p><strong>Table of Contents:<\/strong><\/p>\n<ol>\n<li><a href=\"#p1\">Reasons Behind Archiving G Suite Emails<\/a><\/li>\n<li><a href=\"#p2\">Synchronize User Emails with An Email Client<\/a><\/li>\n<li><a href=\"#p3\">Google Takeout Facility to Save G Suite Emails<\/a><\/li>\n<li><a href=\"#p4\">Archive G Suite Emails with G Suite Export Tool<\/a><\/li>\n<li><a href=\"#p5\">Best Automated Solution<\/a><\/li>\n<li><a href=\"#p6\">Easiest Steps for G Suite Archiving<\/a><\/li>\n<li><a href=\"#p7\">Concluding Thoughts<\/a><\/li>\n<\/ol>\n<\/blockquote>\n<p>Why archiving is required for the users? What are the reasons behind this? Let us also get into those scenarios first and then move towards the possible methods. <\/p>\n<h2 id=\"p1\">Reasons Behind Archiving G Suite Emails<\/h2>\n<p>Overall, archiving emails helps people manage their email better, follow rules, keep important information safe, and make their email work faster and smoother. Archiving helps in <strong><a href=\"https:\/\/www.pcvita.com\/blog\/google-apps-data-protection.html\" target=\"_blank\" rel=\"noopener\">G Suite data protection<\/a>. <\/strong>What are the different aspects of archiving lets understand in a bit more detail. <\/p>\n<ul>\n<li><strong>Saving Space<\/strong>: Users usually archive their emails to make room in their email accounts. So archiving means moving your older or less important emails to a separate place this is so because there&#8217;s more space for new ones.  <\/li>\n<li><strong>Following Rules<\/strong>: There are some industries in the row whose guidelines show certain rules. These rules say that certain emails must be kept for a certain amount of time. By archiving the emails helps the company to follow the rules such as keeping health records or protecting people&#8217;s privacy. <\/li>\n<li><strong>Being Prepared<\/strong>: Archiving your email data makes you feel prepared for any kind of data loss. it is like keeping a backup plan. If something goes wrong with your account then for the safe side you have your data backup safe. <\/li>\n<li>\n<p><strong>Making Email Faster<\/strong>: By keeping the backup of your data it&#8217;s easy to work quickly. Archiving helps speed things up this is so because after the backup your inbox isn&#8217;t crowded with too many messages.<\/p>\n<\/li>\n<\/ul>\n<p>Now, let us start with the method explanations. Do read them all before choosing and implementing the solution.<\/p>\n<h2><strong>Detailed Methods to Archive G Suite Emails<\/strong><\/h2>\n<p>There are possibly 4 methods through which you can archive G Suite emails of the users. All the methods show the results but every manual method has its limitations. So choose wisely and which method requires fulfills your requirements.  <\/p>\n<h3 id=\"p2\"><strong>I. Synchronize User Emails with An Email Client<\/strong><\/h3>\n<p id=\"1\">This may seem a little tricky at first, but it\u2019s 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.<\/p>\n<blockquote class=\"wp-block-quote\">\n<p><strong>Note<\/strong>: This is not feasible if you wish to archive the mailboxes of all G Suite accounts.<\/p>\n<\/blockquote>\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-6977\" src=\"https:\/\/www.pcvita.com\/blog\/wp-content\/uploads\/2020\/08\/synchronize.png\" alt=\"How to Archive Google Workspace Email\" width=\"500\" height=\"346\"><\/figure>\n<p>You may be well aware of the mechanism to configure the account, but we will still provide instructions just to be safe.<\/p>\n<ul>\n<li>Run <strong>Outlook<\/strong>, go to <strong>File<\/strong> and click on <strong>Add Account<\/strong>.<\/li>\n<li>Enter G Suite user credentials, hit on the <strong>Advanced<\/strong> tab, select \u201c<strong>let me set up my account manually<\/strong>\u201d, then hit <strong>Connect<\/strong>.<\/li>\n<li>Choose <strong>IMAP<\/strong> as the account type, and enter the details:\n<ol>\n<li><strong>Incoming Mail Settings:<\/strong> imap.gmail.com, server\/port no. \u2013 993, encryption \u2013 SSL\/TLS<\/li>\n<\/ol>\n<ol>\n<li><strong>Outgoing Mail Settings:<\/strong> smtp.gmail.com, server\/port no. \u2013 465, encryption \u2013 SSL<\/li>\n<\/ol>\n<\/li>\n<li>Then, hit <strong>Next<\/strong>.<\/li>\n<li>Enter the G Suite password, click <strong>Connect<\/strong>, then <strong>OK<\/strong>.<\/li>\n<\/ul>\n<p>All the emails will be synchronized with Outlook, and now you can easily export the emails as PST files using the Import\/Export feature. These take care of the archiving G Suite email.<\/p>\n<h3 id=\"p3\"><strong>II. Use Google Takeout Facility to Save G Suite Emails<\/strong><\/h3>\n<p id=\"2\">Another method to archive G Suite emails of individual user accounts is to use the TakeOut service.<\/p>\n<blockquote class=\"wp-block-quote\">\n<p><em>Again, this is feasible for normal users and not admin users that wish to archive multiple users at once.<\/em><\/p>\n<\/blockquote>\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" class=\"wp-image-6978 aligncenter\" src=\"https:\/\/www.pcvita.com\/blog\/wp-content\/uploads\/2020\/08\/takeout.png\" alt=\"Archive Google Workspace Email\" width=\"768\" height=\"682\"><\/figure>\n<p>The steps, roughly, are as follows:<\/p>\n<ol type=\"1\">\n<li><strong>Sign in<\/strong> to your account after opening <strong><em>https:\/\/www.google.com\/takeout<\/em><\/strong>.<\/li>\n<li>Hit <strong>Deselect All Items<\/strong> and then go on to select only the <strong>Mails<\/strong> option, then click <strong>Next<\/strong>.<\/li>\n<li>Choose the <strong>ZIP folder<\/strong> for the delivery method, as it is slightly lower in size compared to TGZ for the same amount of mailbox storage.<\/li>\n<li>Choose \u201c<strong>delivery via email<\/strong>\u201d along with other details as necessary and click <strong>Create Archive<\/strong> button.<\/li>\n<li>Now, wait patiently for Google to compile the data (you may close the browser).<\/li>\n<li>In a few hours\/days, you will receive the download link. Click <strong>Manage Archive<\/strong> in it and download all the data in compressed format.<\/li>\n<\/ol>\n<h3 id=\"p4\"><strong>III. Archive G Suite Emails with G Suite Export Tool<\/strong><\/h3>\n<p id=\"3\">It is a good means for <strong><a style=\"color: blue;\" href=\"https:\/\/www.pcvita.com\/export\/g-suite-admin-download-user-data\/\" target=\"_blank\" rel=\"noreferrer noopener\" aria-label=\"undefined (opens in a new tab)\">G Suite admin to download user data<\/a><\/strong>. But at the same time, it will take time to complete. And there are also chances of failing the method, although it won\u2019t affect your data.<\/p>\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" class=\"alignnone\" src=\"https:\/\/www.pcvita.com\/export\/wp-content\/uploads\/2020\/07\/14.png\" alt=\"User Data\" width=\"643\" height=\"334\"><\/figure>\n<p><strong>Anyhow the process goes as follows:<\/strong><\/p>\n<ol type=\"1\">\n<li><strong>Login<\/strong> with <strong>admin credentials<\/strong> into your G Suite account.<\/li>\n<li>Open the <strong>Admin Console<\/strong>.<\/li>\n<li>Click on the \u201c<strong>&lt;<\/strong>\u201d arrow on the <strong>top right<\/strong> of the<strong> screen<\/strong> and <strong>click<\/strong> on <strong>Data Export<\/strong>.<\/li>\n<li>Finally, hit <strong>Start Export<\/strong> button.<\/li>\n<li>It will take a considerable amount of time (more than a week) for Google to process all the G Suite users\u2019 data and then provide you with the confirmation email.<\/li>\n<li>Open the email and use it to download the archived G Suite emails of multiple user accounts.<\/li>\n<\/ol>\n<blockquote class=\"wp-block-quote\">\n<p><strong>Note<\/strong>: You won\u2019t 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 Google Workspace emails.<\/p>\n<\/blockquote>\n<h3 id=\"p5\"><strong>IV. Automated Tool to Archive G Suite User Mailbox Emails<\/strong><\/h3>\n<p id=\"4\">Have you noticed that none of the previous methods provide a way to archive specific users&#8217; mailbox accounts? Well, this one does provide such an option, although not mandatory.<\/p>\n<p>Plus, you also get date-range filters, data categories to choose from, an option to import only specific users, and more.<\/p>\n<p>Generate a backup of G Suite emails, calendars, and contacts without fail. So that if unintentionally data gets removed from Google Workspace mailboxes, the admin can recover it.<\/p>\n<p><strong>G Suite Export Tool <\/strong>is the best choice for those who want to keep the backup of their cloud platform data files. The best thing about this utility is it <strong><a href=\"https:\/\/www.pcvita.com\/export\/g-suite-to-pst\/\" target=\"_blank\" rel=\"noopener\">export G Suite to PST<\/a><\/strong>, MSG, MBOX, PDF and file system<\/p>\n<p class=\"text-center mr-2\"><em><a class=\"btn btn-lg btn-md-block text-white\" style=\"background: #28a745; color: #fff !important;\" href=\"https:\/\/systoolskart.com\/download\/SYS4S0E2X\/18\" rel=\"nofollow\"> Download Trial<\/a> <a class=\"btn btn-lg btn-md-block text-white\" style=\"background: #ff6800; color: #fff !important;\" href=\"https:\/\/systoolskart.com\/buy\/SYS4S0E2X\/18\" target=\"_blank\" rel=\"noopener nofollow noreferrer\"> Purchase Now<\/a><\/em><\/p>\n<h4 id=\"p6\"><strong>Steps to Archive Google Workspace Email<\/strong><\/h4>\n<p>Now let&#8217;s discuss the simple steps through which you can archive your email data into any preferred file format as per your choice.<\/p>\n<blockquote>\n<p><strong>Note:<\/strong> Here we will proceed with the Outlook (.PST) file format. you can opt for any file format in which you want your files to be archived. <\/p>\n<\/blockquote>\n<ul>\n<li><strong>Step 1.<\/strong> Firstly, select <strong>source <\/strong>as \u201c<strong>G Suite<\/strong>\u201d and <strong>Destination<\/strong> as &#8220;<strong>Outlook<\/strong>&#8221; in the opening interface of the screen. <img loading=\"lazy\" decoding=\"async\" class=\"alignnone\" src=\"https:\/\/systoolskart.com\/imgp\/systools-export\/gsuite\/outlook-1.png\" alt=\"provide Source &amp; Destination to archive g suite emails\n\" width=\"1366\" height=\"768\"><\/li>\n<li><strong>Step 2.<\/strong> Now, select the<strong> categories<\/strong> that you want to backup from Google Workspace to PST under workload selection. Afterthat the software allows you to use the <strong>date-range filter<\/strong> option. With this important feature, you can perform a selective backup of the mailbox data. <img loading=\"lazy\" decoding=\"async\" class=\"alignnone\" src=\"https:\/\/systoolskart.com\/imgp\/systools-export\/gsuite\/date-filter.png\" alt=\"allows software to use Date-Range Filter option to backup g suite files\" width=\"1366\" height=\"768\"><\/li>\n<li><strong>Step 3. <\/strong>Now, provide the <strong>admin email<\/strong>, <strong>service account<\/strong> details, and <strong>certificate file<\/strong> which you must have provided during the time of <strong>subscription<\/strong>. Then, <strong>validate<\/strong>. <img loading=\"lazy\" decoding=\"async\" class=\"alignnone\" src=\"https:\/\/systoolskart.com\/imgp\/systools-export\/gsuite\/source-permissions-validate.jpg\" alt=\"provide the Admin Email and Service Account details and provide the Certificate file\" width=\"1366\" height=\"728\"><\/li>\n<li><strong>Step 4. validate<\/strong> the necessary <strong>permissions<\/strong> to the software and click <strong>next<\/strong>. <img loading=\"lazy\" decoding=\"async\" class=\"alignnone\" src=\"https:\/\/systoolskart.com\/imgp\/systools-export\/gsuite\/destination-permissions-validated.png\" alt=\"Allow necessary permissions to software and click Next.\" width=\"1366\" height=\"728\"><\/li>\n<li><strong>Step 5. <\/strong>There are multiple ways to add users from the <strong>source account<\/strong> that need to be processed on the Users screen: <br \/><strong>Import Users:<\/strong> This will import users via CSV<br \/><strong>Fetch Users:<\/strong> This will automatically fetch users from the Source domain <br \/><strong>Download Template:<\/strong> This will download a template that can be used as an example for creating a CSV file. <img loading=\"lazy\" decoding=\"async\" class=\"alignnone\" src=\"https:\/\/systoolskart.com\/imgp\/systools-export\/gsuite\/resources-window.png\" alt=\"software allows multiple ways to add users \" width=\"1366\" height=\"728\"><\/li>\n<li><strong>Step 6. <\/strong>Finally, select the<strong> start export<\/strong> option to export Google Workspace email to pst <img loading=\"lazy\" decoding=\"async\" class=\"alignnone\" src=\"https:\/\/systoolskart.com\/imgp\/systools-export\/gsuite\/start-export.jpg\" alt=\"tap on start export to archive g suite emails\" width=\"1366\" height=\"728\"><\/li>\n<\/ul>\n<h4 id=\"p7\"><strong>Summarizing Things Up<\/strong><\/h4>\n<p>There comes a time in every G Suite admin\u2019s life when you need to archive G Suite email from single\/multiple user mailboxes. We have summarized four methods for this Google Workspace mailbox archive process. One of them provides a way to automatically delete your data once it\u2019s archived. You may read all the methods and choose one as per requirements.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>You are here because you need to archive your G Suite email. The reason may differ from archiving a mailbox <\/p>\n","protected":false},"author":17,"featured_media":6975,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[643,302],"tags":[],"class_list":["post-6975","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-archive","category-g-suite"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.4 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Archive G Suite Emails From User Mailbox With Best Solutions<\/title>\n<meta name=\"description\" content=\"How to archive G Suite email for normal users and administrators? 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