How to Archive Google Workspace (G Suite) Emails to Free Up Storage

Why Archive G Suite Emails?

Archiving emails in Google Workspace means safely storing your emails so they can be easily accessed later. This is important for organizations that need to follow regulations, keep important business information, or maintain records for future use. Archiving Google Workspace emails provides many advantages that help meet the operational, legal, and regulatory needs of organizations. Here are the main benefits:

• Compliance: Helps meet legal and regulatory requirements.
• Data Security: Protects important emails from loss or accidental deletion.
• Easy Access: Allows quick retrieval of old emails when needed.
• Storage Management: Reduces inbox clutter by safely storing older emails.
• Business Continuity: Ensures critical information is preserved for future use.

Best Practices to Archive Google Workspace Emails

On the internet, you might find several methods to perform Google Workspace email archiving. However, with the help of our IT team, we have selected the best methods. These methods have been evaluated based on ease of use, features, and user control. Additionally, please note that while we recommend all these methods, the last one is the most reliable and recommended.

Method 1: Use Google Vault to Archive G Suite Emails – Manual Method

Google provides a built-in tool that can be used to archive Google Workspace emails. Additionally, there are various plans, such as Business Plus and Enterprise, that allow you to search, archive, and export Gmail.

The Steps to Archive Emails in Google Workspace (G Suite)

1. Log in to your Google Workspace account.
2. Access Google Vault from your Google Workspace dashboard or directly via URL.
3. In Google Vault, go to the Retention section in the navigation menu.
4. Click Create Rule to set up a retention rule.
5. Define the rule’s criteria, such as the organizational unit, specific accounts, or conditions like keywords.
6. Set the retention period, specifying how long emails should be retained before permanent deletion.
7. Click Save to apply the rule.
8. Navigate to Holds in the menu.
9. Click Create Hold.
10. Name the hold and specify the accounts or data to be preserved.
11. Define the conditions and criteria for the hold.
12. Click Save to implement the hold.
13. Use the Search feature in Google Vault to find specific emails based on criteria like keywords, dates, or sender/recipient.
14. If needed, export the search results by following the on-screen instructions.

Method 2: Utilize Google Takeout to Manually Archive G Suite Emails

Google offers additional built-in tools for archiving Google Workspace email, including Google Takeout. With Google Takeout, users can archive all their GSuite data, including emails.

Steps to Manually Archive Google Workspace Emails:

1. Sign in to your Google Workspace account.
2. Open Google Takeout.
3. Uncheck all products and select Mail only.
4. Click Next Step.
5. Choose how you want to receive the export (e.g., download link via email).
6. Set the frequency of the export (one-time or scheduled).
7. Select the file type and size.
8. Click Create Export.
9. Check your email for a notification when the export is ready.
10. Follow the link in the email to download your archived emails.

Method 3: Most Recommended Software to Archive Google Workspace Emails

Aryson Google Workspace Backup Tool is a third-party application that helps organizations back up and archive Google Workspace (formerly G Suite) emails securely. It offers features for archiving emails, contacts, calendars, and documents from Google Workspace accounts to local or cloud storage options.

Simple Steps to Archive G Suite (Google Workspace) Emails

1. Download and install the Aryson G Suite Backup Tool, then open it.
2. Log in with your Google Workspace admin credentials.
3. Choose Email for archiving.
4. Set the backup parameters, including date range and destination (local or cloud storage).
5. Click Start Backup to begin the archiving process.
6. Check that the backup is complete and verify the archived emails in the chosen destination.

Conclusion

We are confident that after reading this guide, you won’t need to consult any other articles. We have covered the three most reliable methods for archiving Google Workspace emails, all of which have been thoroughly tested by our IT team. We are certain that using these tools will allow you to easily archive G Suite emails. For a faster and more convenient solution, download and use the G Suite Backup Tool.

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