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How to Export G Suite Emails Effectively- Best Methods 2022

Nilesh ~ Published: 03-Feb-2022 ~ Backup, Google Workspace ~ 6 Minutes Reading

how to export g suite emails

How to Export G Suite Emails Effectively- Best Methods 2022

G suite, now referred as Google Workspace is one of the most popular cloud-based tools which is used for sending emails to individual or group of people, managing tasks using calendars, creating contact groups, and saving list of recipients for business applications, schools, universities or personal use. Now, export G Suite emails could be a question that might arise. It is fascinating to have a Google account, we all have google accounts some of us even have more than one accounts. So, managing that data becomes crucial. Now the question may arise, how to export G Suite emails which are answered below.

Data is the most important thing that our applications store, it is important to have back up for that data. Missing on the data that was stored in the past email account is terrible. That is why exporting G suite emails is of vital importance. Data migration for the G suite could be done in various ways using Google Takeout and SysTools Google Apps Backup.

Methods to Export G Suite emails:

There are basically two most effective methods that could be deployed to backup G suite email. One is manual and the other is tool based. You can easily use any of the methods and migrate your data to G suite easily. Exporting G suite mail data could cause some problems which are also explained in the later section of an article.

G Suite Takeout/Export Method

This is an easy and manual method which is used for exporting G Suite emails. Moving your data to a new account is difficult and time-consuming. The worst thing about migrating your data is downloading everything and then copying it to a new place. G suite though reduces the trouble to some extent. How to export G Suite emails could be enlisted below in both the methods.

I. For G Suite Admin Accounts

  • If you have a G suite Admin account, you can easily copy bulk emails, calendars, and contacts of your team. All you have to do is go to Google Admin Account and sign in using your admin account.

admin console

  • Then select the Data Export option from the “<” icon. Select what you want to import and click on the Continue button.

    data export

  • Click Start Export to start the process.

    start export

  • You will receive an email from which you can export G Suite data of all user accounts without any issues.

II. For G Suite Individual Accounts

Another way is to login Google takeout admin, then select Migration option and select what you want to import and click on continue button.

You can choose the mailing server of your company’s past email account and import the emails from other Gmail account, Microsoft Exchange, G Suite account, or IMAP servers. You can also import all the information of all most every account at once by logging in with the admin credentials of your server. Also, it is possible you might not want to download everything that is why you can customize your download according to time and date and continue.

All you have to do is match your new G Suite account to your old server. Once it is done, you can add an individual account using + sign in the G suite migration wizard and the email copying will begin.
Once copying is done you can have all your messages that were in your old email account. Also, you can migrate your contacts and calendars too.

For individual or personal Accounts export G Suite email

Google has a tool known as Google Takeout which could be used to download almost everything in your Google account. Go to this link Google Apps Takeout and sign in to your google account. Now, select things you want to import by selecting the checkbox. you can choose from various options like google calendar, google contacts, google drive, Gmail, google photos, etc. To know how to export G Suite emails you can follow the below steps:

Step 1: Once the Takeout web page opens, click Deselect All.

  • deselect all

Step 2: After selecting Mails, press Next Step button from the below dialog box.

  • google takeout method demo

Step 3: Select Send download link via email option.

  • google take out demo to export G Suite emails

Step 4: After selecting the button “Create archive“, the archive will be created.

  • create export option

Step 5: After the archive is created you can download the archive to your local machine or desktop. Click on Download button on the right side of your archive created, a zip file will be downloaded to your system in which you contain all the information. You can also create a new archive by repeating the above steps.

Step 6: Open this zip file on your machine and you can import all the email data easily without any issue.

Limitation of exporting G Suite email using Google Takeout method:

though there are various problems that a user might face while exporting G Suite email data. Some major challenges which are enlisted below:

  • Back up of G Suites could only be created by a full backup
  • *.mbox format is used for email exporting
  • The only organizational version of G Suites can be backed up manually

How to export G Suite emails using SysTools Google Apps:

G Suite /Google Apps Backup Tool could be used for creating data backup for emails, import, and export various files into different email formats [like pst, msg, eml, and mbox] and have offline access of the data files. It is an effective tool that could be deployed to export G Suite mails easily. You can use the free trial version of the “SysTools Google Apps Backup tool”.

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Note that this method allows you to export and restore G Suite emails in PST format. If you are an Outlook user, then this is the best method for you. If you want MBOX files only, use the aforementioned methods.

Step 1: First of all install the tool and run the application. Once the application is installed and running, you can go to the welcome screen and click on the Backup button.

run the tool

Step 2: Select the data categories you want to include in your export.

select the g suite category

Step 3: Entering the credentials and other details you will get from the preqreuisites. It will allow the necessary permissions. After the permission is allowed, click on the Next button.

enter g suite information

Step 4: Now, specify the destination for the export file.

select destination location

Step 5:  Click on Fetch users to import and select the users you want to export G Suite emails.

import g suite users

Step 6: Wait for the software to verify the source G Suite accounts.

validate users

Step 7: Click the Start button.

start the export process

Step 8: After the download is completed, click on OK button and you would be having your desired backup with detailed report.

g suite export complete


The above article explains the best methods of how to export G Suite emails both manually as well as a tool based. It also explains the problem that might be encountered while exporting G Suite email and ways to resolve it. This article also enlists the limitations of the Google Takeout method and suggests the expert method that is SysTools Google Apps. You can try any method that suits your requirements. Both methods could be used effectively to backup G Suite email.

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