Export workspace data
Download a full copy of mail, files, documents and more as ZIP parts, and what to do with it.
The Data export tab in Admin makes a full copy of the workspace's data to keep as a backup or to move to another service. Exporting changes and removes nothing. It is part of the Business plan. Each person can also export their own data from Settings, Export my data.
Start an export
- Open Data export.
- Under Apps to export, tick what you need: Mail, Calendar, Contacts, Drive, Docs, Chat, Tasks, Notes, Forms, Invoices and Learn. Untick apps you do not need to make it smaller and faster.
- Choose Export the workspace.
The list shows each export with a status and progress (step and item counts). You can Cancel a running one. You are notified when it is ready.
Download
When an export is done, buttons list its parts with their sizes. Choose one to download. manifest.json describes what is inside.
- Mail comes as .eml files, calendars as .ics, contacts as .vcf, Drive files as they are, Docs as text, and chat and app data as JSON and CSV.
- Big exports are split into several ZIP parts.
- Download links last 5 minutes. Choose the button again for a new one.
- The export is kept for a limited time, then removed. It shows expires with the date.
Handle with care
The files contain real mail, documents and chat. Store them securely, share them only with people who need them and delete them when finished.
Good to know
- Only administrators see the workspace export.
- eDiscovery results can also be exported here. See Retention and legal hold.
More guides in Workspace administration
A tour of Admin for workspace administrators
What each Admin tab does, how usage and limits are shown on Overview, and where to start with a new workspace.
Create and manage users and mailboxes
Create mailboxes, add aliases and shared mailboxes, reset passwords, pause sending, suspend or delete, and understand what counts toward your plan.
Plan, billing, storage and add-ons
Read your limits, change plan, pay a term from the wallet, add storage or add-ons, and ask for a higher limit.
Set the workspace security policy
Require two-factor, control public links and outside sharing, allow self-service password reset, and review who has set up protection.
Set up single sign-on with your identity provider
Connect OpenID Connect or SAML, test it, turn it on, require it, and keep break-glass administrators.
Approve or reject email that an AI agent wants to send
Review held messages from AI agent keys, see why they were held, and approve and send or reject them within 72 hours.