Back up Google Mail

Prerequisites

To back up mail, make sure your users are active (enabled) and have a commercial or trial Microsoft 365 / Google Workspace license.

Getting Started with Google Mail Backup

To enable Mail backup, click Configure Backup on the dashboard and turn on Mail backup services. Select Apply to enabled users to create Mail backup for all enabled users. Click Save. Backup will be started automatically on schedule. To create an initial backup job, click the Run Backup button on Mail. The backup task will be created and scheduled automatically.

Once the initial backup is completed, you can view a grid of the backed up content. You can monitor the backup task processing using Task Manager

Start to type the mail folder name in the folder box to search for the required folder on the fly. More search options are described below.

You can export selected mail messages or mail folders to a PST file, as described in the Export to PST chapter.

Backup Options

By default, backup will include all mail folders of all enabled users. To limit backup scope, configure Backup Options.

Click the Options button to access archive or backup options.

Configure Backup Options

To configure backup options perform the following:

1. Select Mail in the horizontal menu bar of the dashboard.
2. Click Options on the horizontal menu bar.

3. Click Backup Options tab

4. Turn on Enabled on the top of the side panel to enable backup
5. Configure criteria to backup the mail messages in mail folders. You can select separate criteria for the Sent folder.
6. Include folders to backup:

• To include mail folders: expand the Include Folders control and select appropriate value.

With Only selected you can include to backup one or more selected mail folders only. Click Add Folders to make the selection.

To clear the selection, click Clear All.

7. Exclude some folders from the folders included to backup:

• To exclude mail folders from backup, click Add Folders below the Exclude Folders control to make the selection.

Configured rules and criteria will be applied to the backup job for selected users. To apply these criteria to archive jobs for all domain users, select the Apply to All Domain Users checkbox, then click Save.

Mail Archive Options

This Archive solution is Microsoft 365/Google Workspace Backup feature. is Microsoft 365/Google Workspace Backup feature. This feature creates mail archives according to provided rules. It is neither based on or connected with Microsoft 365 nor with Google Workspace archive solutions. Enable Archive Options to use it. Click the Options button to access archive options. On Archive Options specify archive job rules.

Refer to Create Mail archive for details on how to create mail archive.

These rules will be applied to the archive job for selected users. To apply these criteria to archive jobs for all domain users, select the Apply To All Domain Users checkbox, then click Save.

Once you are done with configuring, go back to the Mail page.

Create Backup Job for Selected Objects

You can back up specific messages in specific Google folders of the specific user.
To back up only selected mail messages perform the following:

1. Select a required user. To see mail messages of all users, click All Users.

2. Select the desired folder. By default, the Inbox folder is displayed, the rest of the mail folder is sorted according to Google Mail order. You can type the part of the folder name to speed up navigation. To see mail messages in all mail folders, click the All Mail Folders option.

This search works on the fly, you can speed up the processing of the long folder lists.

Point to the mail folder to see the full path to the folder.

You can export selected mail messages or mail folders to a PST file, as described in the Export to PST chapter.

The list of messages might be very long and hard to manage. Use the Enter Search Request box above this list to look for items matching the certain criteria.

3. Configure mail backup options. Click Save.
4. Once you are done with configuring, get back to the Mail page.
5. Click the Run Backup button. You will be notified about the backup job creating event.

To view the progress of the created backup job, open the Task Manager.

Search All Mail Folders

In some cases you may do nor know in what folder the required message can be located. With All Mail Folders selected you can type a search expression in the Enter Search Request box to look for items matching the certain criteria in all mail folders of the selected user.

Search results will be displayed as a grid, where you can see the full path to the mail message.

Restore Mail

To restore Google Mail objects (messages, attachments, etc.), select Mail in the horizontal menu bar. Refer to the Prerequisites for Restore Operations chapter to avoid any issues.

The following restore options are available for mail:

Root-Level

• Restore all mailbox items. This option restores the entire mailbox structure to its original location.

• Restore all mailbox items to. This option restores the entire mailbox structure to a different account of choice.

Folder-level

• Restore mail folder. This option restores a selected folder to the same folder or creates the same folder it is deleted.

• Restore mail folder to. This option restores a selected folder to a different account of choice. The restore will be performed to the folder with the same name. If this folder does not exist, it will be created.

Item-level

• Restore selected mail messages. This option restores selected emails to the Restore folder.

• Restore selected mail messages to. This option restores selected emails to a different account of choice to the Restore folder.

Create Restore All Job for The Same Account

You can restore all mailbox items to the same account.

To restore all mailbox items to the same mailbox, select the user, then expand the Restore All button and select the Restore All Mailbox option.

Click Restore to create the restore job.

You will be notified about the backup job creating event.

To view the progress of the created restore job, open the Task Manager.

Create Restore All Job to Different Account

You can restore all mailbox items to a different account of choice.

To restore all mailbox items to another account mailbox, select the user, then expand the Restore All button and select the Restore All Mailbox to... option. Pick an account you want to use as a restore destination. You will need to specify the selected account credentials for restore.

Click Restore to create the restore job.

You will be notified about the backup job creating event.

To view the progress of the created restore job, open the Task Manager

Create Restore Job for a Specified Mail Folder for The Same Account

You can restore backed up specific mail folders of selected users.

To restore selected mail folder, perform the following:

1. Select the desired folder. By default, the Inbox folder is displayed, the rest of the mail folders are sorted according to the original Google Mail order. You can type the part of the folder name to speed up navigation. This search works on the fly, you can speed up the processing of the long folder lists.
2. Expand Folder and select Restore Folder. Select Include subfolders in case you want to restore the content of all subfolders. Click Restore to create the restore job.

You will be notified about the backup job creating event. To view the progress of the created restore job, open the Task Manager.

Create Restore Job for a Specified Mail Folder to Different Account

You can restore backed specific mail folders to a different user account of choice.

To restore selected mail folder to a different account, perform the following:

1. Select the desired folder. By default, the Inbox folder is displayed, the rest of the mail folders are sorted according to the original Google Mail order. You can type the part of the folder name to speed up navigation. This search works on the fly, you can speed up the processing of the long folder lists.
2. Expand Folder and select Restore Folder to. You will need to specify the selected account credentials for restore. Select Include subfolders in case you want to restore the content of all subfolders. Click Restore to create the restore job.

You will be notified about the backup job creating event. To view the progress of the created restore job, open the Task Manager.

Create Restore Job for Specified Mail Messages

You can restore backed up mail messages in specific mail folders.

To restore selected mail messages, perform the following:

1. Select the mail messages. By default, the Inbox folder is displayed, the rest of the mail folders are sorted according to the original Google Mail order. You can type the part of the folder name to speed up navigation. This search works on the fly, you can speed up the processing of the long folder lists.
2. The list of messages might be very long and hard to manage. Use the Enter Search Request box above this list to look for items matching the certain criteria.

3. Once messages to restore are selected, click Restore action.
4. Click Restore to create the restore job.

You will be notified about the backup job creating event.

To view the progress of the created restore job, open the Task Manager.

Create Restore Job for Specified Mail Messages to Different Account

You can restore backed up mail messages in specific mail folders to a different user account of choice.

To restore mail messages to a different account, perform the following:

1. Select the mail messages. By default, the Inbox folder is displayed, the rest of the mail folders are sorted according to the original Google Mail order. You can type the part of the folder name to speed up navigation. This search works on the fly, you can speed up the processing of the long folder lists.
2. The list of messages might be very long and hard to manage. Use the Enter Search Request box above this list to look for items matching the certain criteria.

3. Once messages to restore are selected, click Restore to... action.
4. Specify the selected account credentials for restore. Click Restore to create the restore job. You will be notified about the backup job creating event.

To view the progress of the created restore job, open the Task Manager.

Delete Folder from Backup

You can delete a selected folder from backup.

• To delete the folder, select the folder, then click the Folder button and select the Delete Folder option. Confirm the deletion job by entering an alternate email password. All deletion operations require an alternate email configured.
• You will be notified about the backup job creating event. To view the progress of the created deletion job, open the Task Manager. In Actions, select Task Manager.