How to Export Google Workspace Email into PST/MBOX/EML/PDF File Formats? Easily

Summary: Always having a backup file of all the Google Workspace emails is necessary for accessing them in an offline mode. Downloading and storing the emails can be used for various purposes. So, today in this detailed write-up, we will discuss how to export Google Workspace emails into different file formats as per requirements.

Google Workspace is a productivity suite that is used at an alarming rate in organizations. It offers different additional apps in its suite other than Gmail. It provides the Google Calendar, Contacts, Google Drive, etc. These integrated apps improve the workflow of the organizations. But when there is a need to access the data offline then we need to export it.

It is possible with the three different approaches. We will discuss all of them in a detailed manner here.

Benefits of Exporting Google Workspace Email into PST/MBOX/EML/PDF

There are different benefits of downloading Google Workspace emails locally. Some of the significant benefits are as follows:-

1. Backing up the email files locally adds an extra level of security to the data.

2. Downloading emails locally also provides you the privilege to share the data with your colleagues.

3. You can access the emails in the offline mode and find out the necessary details that you want without the Internet connection.

4. By exporting the emails locally, you can save your data from accidental loss.

How to Export Google Workspace Email in PST/ MBOX/ EML/ PDF?

There are three different possible methods to complete the exporting of Google Workspace emails to different file formats. You can go with anyone that suits you the best and fulfill your needs. Below are the methods.

1. Google Takeout

2. Data Export Tool

3. Automated Tool

Method 1. Download Google Workspace Emails Using Google Takeout

You can backup the emails from the Google Workspace account using the Google Takeout option. Below are the steps that you need to follow:-

Step 1. Firstly move to the Google Takeout.

Step 2. Select the option of email or any item that you want to export and click on Next.

Step 3. Finalize the extension of the resulting file from.tgz or.zip.

Step 4. Choose the Delivery method from the send download link via email or Add to Box/ Dropbox/ OneDrive/ Drive, and hit on the Create Export button to initiate the process.

Step 5. After a while, you can find the exported data locally.

It depends upon the size of the emails and how much data you want to download. It takes so much time to complete the backup process.

Method 2. How to export Google Workspace email Using the Data Export Tool?

For using the Data Export Tool, first make sure you can fulfill all of the requirements.

1. You should have the admin privileges.

2. Your domain should be 30 days old.

3. The user account must be 1000 or below.

4. Enable the 2-step verification.

After committing to the above pre-requisites, you need to execute the below steps:-

Step 1. Sign in to your Google Workspace account with with the admin account credentials.

Step 2. Now, in the Google Workspace Admin panel, under the Tools section,

Step 3. Choose the Data Export tool.

Step 4. Finally, hit the Start Export button and initiate the process.

Note:- The exported data will be automatically deleted within 60 days of exporting it.

This method is time-consuming and it also does not include fresh data. Sometimes, it also failed to export the data from certain accounts.

Method 3. Export Google Workspace Emails Using Automated Tool

For exporting or downloading Google Workspace emails into the required file formats. You can use one of the most proficient SysTools G Suite Exporter. It can export all the emails from the Google Workspace account in the PST/ EML/ MBOX/ PDF, etc.

It also maintains the data originality. There is no prerequisite to use the tool. Because of its interactive user interface, not only Microsoft 365 experts but also naive users can use this tool. It is a full-fledged and well-developed tool with all of the essential features. It integrates advanced options such as Delta migration, Retry, Re-run, etc.

Below are the steps of this automated tool.

Step 1. Download, and Install the tool. Choose Source as G Suite and Destination as per the required file format among, PDF, PST, MBOX, or EML.

Step 2. Choose the workload items such as Email, Contacts, and Calendar.

Step 3. Complete the details of the Source G Suite account. Validate all of the details of the account and move to the Next option.

Step 4. Provide the destination location to save the resulting file.

Step 5. Add the users to the tool by choosing the option among Fetch, Import users, or download templates.

Step 6. Lastly, click on the Start Migration button to start the process.

Note:- If you want to backup the whole data of the Google Workspace account then you can go with the SysTools G Suite Backup Tool and backup all of the data in one go.

Conclusion

In this write-up, we have elaborated on the three different approaches through which one can export Google Workspace email into multiple file formats. However, there are some challenges with the Google Takeout and Data Export method. Due to this, these methods are not recommended by the experts. But you can use the automated tool to get the expected results.

Now, it's up to you to choose which one to download Google Workspace emails into PST/ PDF/ MBOX files. Now the query of how to export Google Workspace email is resolved.

I am a Technical Analyst working at a big Software Giant. Always ready to resolve the user queries.