Google Workspace is a full-fledged suite for helping organizations in their day-to-day tasks. It is composed of several helpful apps such as Google Drive, Gmail, Calendar, and many more. No doubt, Google is serving the organizations with the best security algorithms. But, as the cyber attacks are increasing at an alarming rate, relying only on Google becomes harmful. So, it is always recommended to backup Google Workspace data to preserve the data’s cruciality and security. But the question is how to backup Google Workspace data. But before going to discuss the ways to backup your Google Workspace data, let’s have a look at the types of data.

Different Types of Data Stored in Google Workspace.

Google Workspace is used in daily life. It stores presentations, documents, files, folders, calendar events, emails, and so on. These types of data are further stored in Google Workspace according to their requirements. It includes Rest Data which is in rest mode and not accessed.

Some of the data in Google Workspace is in motion state that is transferred from one location to another frequently. And, some of the data which is in use on a regular basis. 

How to Backup Google Workspace Data?

Now, it’s time to backup Google Workspace data. It is possible with the two different methods. One is the Google Takeout and another is the professional tool. The Google Takeout method requires too much technical knowledge to create backup of Google Workspace data. On the other hand, a professional tool is the best alternative for taking the backup of Google Workspace data. So, let’s start with the methods in a detailed manner so that you can distinguish between them easily. 

Google Takeout: Backup Google Workspace Data

Google Takeout is the inbuilt application in the Google Workspace.  It can export all the Google Workspace data into the .zip or .tgz file. You do not require any supportive apps to work with the Google Takeout. Let’s move into the steps:-

Step 1. Firstly move to Google Takeout.

Step 2. Select the checkboxes in front of the data options that you want to backup then hit the Next option.

Step 3. Now in the second phase of backing up Google Workspace data. Choose the delivery method from Add to OneDrive, Add to Box, Add to Drive, Add to Dropbox, or send a download link via email.

Step 4. Select the frequency of the export, export once or export every 2 months for 1 year.

Step 5. Now choose the type of file and size of the file.

Step 6. Select the type of file either .tgz or .zip. Apart from the file type. Choose the size for the resulting file 1GB, 2GB, 4GB, 10GB, and 50 GB.

Step 7. After selecting the file type and size, hit on the start export option to create the export of Google Workspace.

Also Read: How to Migrate Comcast to G Suite?

Why is Google Takeout Not Recommended to Backup Google Workspace Data?

There are several reasons for not using Google Takeout as a backup Google Workspace solution. Some of the foremost reasons are as follows:-

1. You cannot use the Google Takeout to backup Google Workspace data 2-3 times per day.
2. There is a huge risk of process failure even after completing it 100%.
3. Google Workspace admins cannot directly create the export of the particular user. They need to log in to the particular user accounts for creating exports.
4. You should be well-versed in operating Google Takeout. There might be errors if the steps are executed wrongly.

How to Backup Google Workspace Data Professionally?

Because there are multiple restrictions in the Google takeout method. Due to this, it is not an effective approach. As there is a need to operate each and every account manually, it becomes a cumbersome process for the admins. There is a professional SysTools G Suite Backup Tool that is well-versed in creating the backup of multiple users at once. This tool is opted for by Google Workspace administrators because of its rich features. It is tried and tested by G Suite experts. Only after that, it is used to handle a large amount of data without losing any bit. Because of understanding the needs of the users, it is designed in such a way that even non-tech users can also operate this tool.

As it is a robust tool you do not need to worry about data security during the backup process. It also maintains the files and folder hierarchy after the backup process. Now, let’s find the quick steps of the professional tool to make the process simpler. 

Step 1. Download, Install, and Run the tool on the Source machine. Choose Source and Destination platforms such as G Suite and Outlook.

Step 2. Choose the items from the workload section. Apply the smart Date filter to filter out the necessary data only.

Step 3. Complete the credentials of the Source G Suite account. It includes Admin Email, Service account, and Certificate file. Validate entered details and then Next. 

Step 4. Now in the Destination window, enter the destination location for the resulting backup file. Choose the size for the resulting file and then hit Next.

Step 5. Add the users into the tool by using different available options such as Fetch Users, Import Users, and Download template. Then map all the users.

Step 6. After validating all of the users, click on the Start Backup button to start the backup process of Google Workspace.

Also Read: How to Perform AT&T to G Suite Migration?

Conclusion

In this write-up, we have explained the two distinct approaches to backup Google Workspace data. There are some constraints with the Google Takeout method, due to which it is not recommended to use. However, the professional tool is the one that can give the expected results and is also chosen by the experts. Hence your query on how to backup Google Workspace data is resolved.