Which Export Method Fits Your Account?
Google Workspace was called G Suite before, and old guides still use that name. The export path depends on whether you export one mailbox or the entire domain.
| Method | Who uses it | Output |
|---|---|---|
| Google Takeout | Any user | MBOX file |
| Data Export tool | Super admin | Archive in Cloud Storage |
| Workspace Backup software | Admin | PST file |
Can You Export Your Own Mail With Takeout?
Method #1: Google Takeout (Free)
Who it suits. Users who export one mailbox. Extra application. None.
- Open Google Takeout and sign in.
- Select Deselect all, then tick Mail.
- Choose the file type, the size and the delivery method.
- Select Create export.
- Open the link in the email from Google and save the archive.
Takeout gives you MBOX files. Read what Google Takeout includes before you start.
Your admin must allow Takeout for your account.
Can Admins Export Data for the Entire Domain?
Method #2: Data Export Tool (Free)
Who it suits. Super admins who export many users. Extra application. Google Cloud Storage.
- Sign in to the Admin console as a super admin.
- Open Menu, then Data, then Data import & export, then Data export.
- Select Set up new export and name the export.
- Choose the scope and the destination bucket.
- Select Start export and wait for the email.
Google states that you need 2-Step Verification on the admin account and that the tool skips users created within 24 hours before the export.
Google lists filters for one user, an organizational unit or a group, with a minimum time between full exports on some editions.
Time and storage. Google states that a data export typically takes 72 hours and can take up to 14 days. The Google provided bucket deletes the data after 60 days.
Can You Save Workspace Mail as PST?
Method #3: Workspace Backup Software (Paid After Demo)
Who it suits. Admins who need PST files. Extra application. Google Workspace Backup.
Google Workspace Backup saves emails, contacts and calendars to PST and exports Drive documents. The vendor page lists a date filter, delta backup and concurrent backup of many users.
- Start the software and select Backup.
- Select the data types.
- Sign in with the admin credentials.
- Fetch the users or import them from a CSV file.
- Set the destination and select Start.
The software needs no Outlook but needs a Google Cloud console project. The demo backs up 2 user accounts.
What should You Check After the Export?
- Open the archive or PST from Google Workspace and compare the folder counts.
- Check that labels became folders.
- Store the Google Workspace export on a second drive.
- Delete the Cloud Storage copy when you finish.
Need Gmail only? Read how to export Gmail to PST without Outlook.
Moving domains? See the G Suite overview.
Frequently Asked Questions
How do You Export Google Workspace Emails?
Use Google Takeout for one account, the Data Export tool for the domain or backup software for PST output.
What File does Google Takeout Create for Mail?
Takeout creates MBOX files.
Who can Use Data Export?
Only super admins can use it, and the admin needs 2-Step Verification turned on.
How Long does a Data Export Take?
Google states that it typically takes 72 hours and can take up to 14 days.
Does Data Export Include New Users?
No. Google states that it skips users created within 24 hours before the export starts.
Can You Export Workspace Mail to PST?
Yes. Google Workspace Backup software saves mail to PST and needs no Outlook.
Does Google Workspace Backup Limit the Demo?
Yes. The vendor page states that the demo backs up 2 user accounts.
Author's Verdict
Use Takeout for one mailbox.
Use the Data Export tool or backup software for the domain.
Key Takeaways
- Takeout creates MBOX files.
- Data Export starts from the Admin console.
- Workspace Backup saves PST with no Outlook.
Related Guides
Need to bring a deleted user back? See how to restore Google Workspace user data.