Exporting your Workspace data
How to export and download a copy of your organization's Google Workspace data using Google Takeout and the Admin console data export tool.
Exporting your Workspace data creates a downloadable backup of your organization's emails, Drive files, calendars, and more. This is useful when switching providers, for compliance purposes, or simply for your own peace of mind.
Quick summary
There are two main ways to export Workspace data. Individual users can use Google Takeout (takeout.google.com) to download their own data. Admins can use the Admin console's Data export tool to export data for the whole organization. The org-wide export is only available on Business Plus and higher plans.
Option 1 — Individual data export (Google Takeout)
Any user can download their own data using Google Takeout. This is good for personal backups or when a user is leaving.
Go to takeout.google.com and sign in with the Workspace account.
Select what to export. By default, all Google products are selected. Click "Deselect all" then tick only the ones you need — Gmail, Drive, Calendar, Contacts are the most important.
Scroll down and click Next step.
Choose export settings:
- File type: .zip is the most compatible
- Frequency: Export once, or schedule recurring exports
- File size: Break large exports into smaller ZIP files (2 GB recommended)
Click Create export. Google prepares the export — this can take from a few minutes to several hours depending on how much data there is.
Download your files. When ready, Google sends an email with a download link. The link is valid for a week.
Don't wait until you need it
If someone is leaving, do the export before their account is deleted. Once an account is deleted, Takeout is no longer possible for that account.
Option 2 — Organization-wide data export (admin only)
Business Plus and Enterprise onlyAdmins on qualifying plans can export data for the entire organization at once.
Go to admin.google.com and sign in.
Click Tools → Data export (or search for "data export" in the admin console search bar).
Click Start Export. The export includes Gmail, Drive, Calendar, and other services for all users.
Wait for the export to complete. Large organizations may take 48–72 hours. Google sends an email notification when it's ready.
Download the files from the link in the notification email. Files are saved as a series of ZIP archives.
Only one org export at a time
You can only run one organization-wide export every 30 days. Plan accordingly.
What's included in a Workspace export
| Service | What's exported |
|---|---|
| Gmail | All email messages in MBOX format |
| Drive | Files in their original format (Docs as .docx, etc.) |
| Calendar | Events in .ics format |
| Contacts | Contact list in .vcf format |
| Chat | Chat messages |
| Meet | Meeting recordings (if stored in Drive) |
What to do with exported data
- Store it safely. Put the ZIP files on an external hard drive or secure cloud storage.
- Don't delete it too soon. Keep exports for at least a year if you might need to reference old emails or files.
- Test it. Open a few files to make sure the export worked correctly before relying on it.
Google Vault — for compliance
Business Plus and Enterprise onlyIf you're in a regulated industry or need long-term archiving, Google Vault offers more powerful tools: retention policies, legal holds, and the ability to search and export specific data on demand. It's included in Business Plus and Enterprise plans.
Common questions
Related guides
- Google Workspace plans explained
- Removing a user safely
- Transferring files when someone leaves
- Recovering a deleted user or files
Need a hand?
Learn more
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Solutions to the most common Google Workspace problems — sign-in issues, email not arriving, Drive access errors, Meet connection problems, and more.
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