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. A super admin can use the Admin console's Data Export tool to export data for the whole organization — Google says those steps are available in all Google Workspace editions, but the export takes days rather than minutes.

Option 1 — Individual data export (Google Takeout)

Any user can download their own data using Google Takeout, unless an admin has turned Takeout off for your organization. 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. The products that hold your data are already ticked. Untick anything you don't need — for most people Gmail, Drive, Calendar and Contacts are the ones that matter.

Click Next step.

Choose how you want it delivered. "Send download link via email" is the simplest. You can also add the archive to Drive, Dropbox, OneDrive or Box — note that adding it to Drive counts towards your storage.

Choose the rest of the settings:

Export type: a one-time archive, or scheduled exports that run every 2 months for a year
File type: zip files open on almost any computer; tgz may need extra software on Windows
Archive size: anything bigger than the size you pick is split across several files, so pick a large size if you'd rather have one file

Click Create export. Google says this can take from a few minutes to a few days, and that most people get their link the same day.

Download your files. Google emails you a link. The archive expires after about 7 days, and you can download each one 5 times.

Don't wait until you need it

If someone is leaving, export their data before you delete their account. Once the account is gone, so is their Takeout — an admin can restore a deleted user for 20 days, and after that the data can't be recovered. Downloading data never deletes it from Google's servers.

Option 2 — Organization-wide data export (admin only)

Super admin only

The Data Export tool copies your whole organization's data to a Google Cloud Storage archive that you then download. Before you start, Google requires:

a super administrator account that is at least 30 days old (unless the organization itself is newer than that)
2-Step Verification turned on for that account
Google Cloud turned on for the admin account, so you can reach the exported files

If your organization has more than 1,000 users, Google asks you to contact Workspace support before using the tool.

Go to admin.google.com and sign in as a super admin.

Open the Menu and go to Data → Data import & export → Data export.

Click Set up new export, give it a name, and choose the Scope — all user data for the whole organization, or specific groups, org units or users.

Click Start export. Every super admin gets an email saying an export is pending.

Wait. The export isn't available for at least 48 hours, and Google says it typically takes 72 hours and can take up to 14 days depending on how much data you have.

Download the files. Super admins get an email with a link to the archive, or open the export in the Admin console and click Actions → View Archive. You get a folder per user, each holding zip files split by service.

You have 60 days, and you can't cancel

Data in the Google-provided storage bucket is deleted automatically 60 days from the start of the export, so download it well before then. Large exports arrive in packets over several days, and each packet's clock started when the export did. Once you click Start export you can't stop it from the Admin console — only Google Workspace support can.

What's included in a Workspace export

Service	What's exported
Gmail	Message content, headers and attachments, your labels, and settings like signatures, filters and forwarding addresses
Drive	Your files. Takeout often gives you a choice of file format, and picks widely readable ones by default
Calendar	Your calendars and events
Contacts	Your contacts, as vCard — a format most email providers can read
Chat	Chat messages
Keep, Tasks and more	Most other Google services you use appear in the list too

An admin's Data Export covers the same ground as each user's Takeout, plus data only admins can see: anything held by Vault, and data your organization owns rather than a person, such as messages sitting in the admin quarantine and files in shared drives. It does not include accounts created in the 24 hours before the export started, or data users deleted unless Vault was holding it.

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

Included with Business Plus, Enterprise Standard and Enterprise Plus

If you're in a regulated industry, Google Vault offers more powerful tools: retention rules, legal holds, and the ability to search and export specific data on demand. Google includes a Vault license with Business Plus, Enterprise Standard and Enterprise Plus among other editions — but not with Business Starter or Business Standard. On other editions it may be available as a paid add-on. Since 1 November 2025 admins need a Vault license of their own to use it.

Worth knowing: Google is explicit that Vault isn't a data archive. Its rules apply to the live data in each service, so if you delete a user or their license, their data may be purged and put beyond Vault's reach.

Common questions

Can I export data for just one user?

Yes, three ways. That user can run Google Takeout themselves. As an admin you can set the Data Export tool's Scope to specific users, groups or org units. And on plans that include Vault, you can search and export one person's data from there.

Does exporting delete the data?

No. Takeout and the admin export only create a copy. Nothing is deleted from Workspace.

How long does a Takeout export take?

It depends on how much is in the account. Google says the process can take from a few minutes to a few days, and that most people get the link to their archive the same day they ask for it. If an archive fails, Google's advice is to try again, or to export one product at a time.

I'm switching from Google Workspace to Microsoft 365 — can I import my data?

Yes, with the right tools. Microsoft 365 has a migration service that can import email from Google Workspace. Drive files can be downloaded and uploaded to OneDrive. Contact us if you're planning a migration.

Need a hand?

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