Export to PST for Google Workspace

The Export to PST option is only available to super administrators of the domain.

With Microsoft 365 / Google Workspace Backup, you can export Mail, Contacts, and Calendars to a PST file, which provides the following advantages:

• Fast and easy method to ensure your email is recoverable in a disaster recovery scenario
• Simplified cloud data portability
• Moving “Sensitive” or “Confidential” email off the cloud to a local PST file adds a layer of security.

For trials, the scope of export is limited to 50 items per service.

All PST files are compressed and encrypted in the user cloud storage account. These files are decrypted and decompressed when downloaded from the Management Console. Downloaded PST files can be stored as a local backup of your cloud data and used in offline mode.

Before You Start

The administrator who initiates the PST export should have an assigned and active license.

Before starting a PST export, enable Global Admin Access for the domain and save the change, then sign out and sign back in to the Management Console to apply the change.

Export to PST for Selected Users

To export a complete copy of backed-up mail, calendars, and contacts for selected users to a PST file, proceed as follows:

1. On the Users page, select the required user or multiple users. Note that a separate export task will be created for each user, and, accordingly, a separate PST file will be created for each user.

2. Click Export to PST above the grid.

3. On the side panel, select the scope to be exported for the selected user.

• Select Mail to export Mail. You can specify the custom period to limit the scope of export. To export selected mail messages or folders, refer to Fine-Tuned Export for Mail.
• Select Contacts to export contacts. To export selected contacts or folders, refer to Fine-Tuned Export for Contacts.
• Select Calendar to export calendars. To export selected events or calendars, refer to Fine-Tuned Export for Calendar.

To export selected messages, calendars, or contacts, use item-level export of individual mailboxes, folders, and email messages.

4. Once you are done, click Export. You will be notified when the export job is created.

You can monitor the export task processing using the Task Manager. Use the Export Results button to access exported PST files.

After the export is complete, you will be notified by email. You can find links to download exported PST files on Reporting > Export Results.

Download Exported PST File

You can download the exported PST file using your product dashboard. Navigate to Reporting > Export Results and click the download icon in the PST file entry to download the exported file. If the PST file is password-protected, you can also click the link icon to copy the path to the folder in backup storage where the exported PST file is stored.

The Export Results grid will be displayed:

You can use the download icon to download the required PST file or the link icon to copy the path to the folder in the backup storage where exported PST files are kept. To download large (more than 10,000 records) exported files directly from the backup storage, enable the Direct PST Download setting on the General tab of the Account menu as described in the Account Settings chapter. Exported files are password-protected.

Retention Policy for Exported PST Files

You can configure a retention policy for exported PST files with the Keep PST Files For setting as described in Account Settings.

If no retention policy is configured, exported PST files will have no storage period limit. Consider removing the exported PST file after the download is complete.

Delete Exported PST File

You can delete the exported PST file if the file is no longer needed. Navigate to Reporting > Export Results and click the delete icon after the download link in the task entry to delete the exported PST file.

Fine-Tuned Export for Mail

Item-Level Export

You can export specific messages in a specific mail folder of a specific user to PST. To export only selected mail messages, proceed as follows:

1. On the Mail page, select the required user, then select the desired folder. By default, the Inbox folder is displayed, and the rest of the mail folders are sorted according to the Exchange Online order. You can type part of the folder name to speed up navigation. This search works on the fly, so you can speed up the processing of 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 certain criteria.
3. Select the mail messages you want to export.
4. Click Export to PST. You will be notified when the export job is created.

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

After the export is complete, you will be notified by email. You can find links to download exported PST files on Reporting > Export Results.

Folder-Level Export

You can export specific mail folders of a specific user to PST. To export only the selected folder, proceed as follows:

1. On the Mail page, select the required user, then select the desired folder. By default, the Inbox folder is displayed, and the rest of the mail folders are sorted according to the Exchange Online order. You can type part of the folder name to speed up navigation. This search works on the fly, so you can speed up the processing of long folder lists.
2. Click Folder, then click Export Folder to PST. You will be notified when the export job is created.

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

After the export is complete, you will be notified by email. You can find links to download exported PST files on Reporting > Export Results.

Fine-Tuned Export for Contacts

Item-Level Export

You can export specific contacts in a specific folder of a specific user to PST. To export only selected contacts, proceed as follows:

1. On the Contacts page, select the required user, then select the desired folder.
2. The list of contacts might be very long and hard to manage. Use the Enter Search Request box above this list to look for items matching certain criteria.
3. Select the contacts you want to export.
4. Click Export to PST. You will be notified when the export job is created.

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

After the export is complete, you will be notified by email. You can find links to download exported PST files on Reporting > Export Results.

Folder-Level Export

You can export specific folders of a specific user to PST. To export only the selected folder, proceed as follows:

1. On the Contacts page, select the required user, then select the desired folder. By default, the Inbox folder is displayed, and the rest of the mail folders are sorted according to the Exchange Online order. You can type part of the folder name to speed up navigation. This search works on the fly, so you can speed up the processing of long folder lists.
2. Click Folder, then click Export Folder to PST. You will be notified when the export job is created.

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

After the export is complete, you will be notified by email. You can find links to download exported PST files on Reporting > Export Results.

Fine-Tuned Export for Calendar

Item-Level Export

You can export specific events in specific calendars of a specific user to PST. To export only selected calendar events, proceed as follows:

1. On the Calendar page, select the required user, then select the desired calendar event.
2. The list of calendar events might be very long and hard to manage. Use the Enter Search Request box above this list to look for items matching certain criteria.
3. Select the calendar event you want to export and click it.
4. Click Export to PST. You will be notified when the export job is created.

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

After the export is complete, you will be notified by email. You can find links to download exported PST files on Reporting > Export Results.

Calendar-Level Export

You can export specific calendars of a specific user to PST. To export only the selected calendars, proceed as follows:

1. On the Calendar page, select the required user, then select the desired calendars.
2. Click the Export to PST button. You will be notified when the export job is created.

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

After the export is complete, you will be notified by email. You can find links to download exported PST files on Reporting > Export Results.