Back up GMail

Prerequisites

To perform GMail backup, make sure your domain administrator is active (enabled), has a commercial or trial subscription for Backup for Microsoft 365 / Google Workspace. If you are using Business product edition, make sure the users included in the backup have a commercial or trial subscription for Backup for Microsoft 365 / Google Workspace and appropriate backup is enabled for them.

Getting Started with GMail Backup

To enable Mail backup, click Configure Backup on the dashboard, then turn on Mail backup services. Select Apply to enabled users to apply this configuration to all enabled users. Click Save to initiate mail backup processing. Consider, if enabled, Mail backup jobs are scheduled to start automatically three times per day. Once the initial backup is completed, you can view backed up contents.

Start to type the mail folder name in the folder box to search for the required folder on the fly.

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

After the initial backup is completed, you can create a restore job for selected messages, a restore job for selected folder to the same mailbox or to specified mailbox, or restore all backed up objects to the same mailbox or to specified mailbox.

Configure Backup or Archive Options

To configure backup/archive 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 or Archive Options tab.

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

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

With Only selected you can include to backup/archive 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/archive:

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

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

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 folder name to speed up navigation. To see mail messages in all mail folders, click All Mail Folders.

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

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

4. The list of messages might be very long and hard to manage. Use Enter Search Request box above this list to look for items matching the certain criteria. You can search for emails in all user mailboxes with All Users option selected in search box.

5. Configure mail backup options. Click Save.

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

7. 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. In Actions, select Task Manager.

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

Create Restore Job for a Specified Scope

You can restore backed up specific messages in specific Gmail folders of specific user to a Restore folder.
To restore only selected mail messages perform the following:

1. Select necessary user, then select the desired folder. By default, the Inbox folder is displayed, the rest of the mail folders are sorted according to the Exchange Online order. You can type the part of 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 Enter Search Request box above this list to look for items matching the certain criteria.
3. Click Restore action. You will be notified about the backup job creating event. After restore job is completed, the restored message appears in Restore folder of selected user. To view the progress of the created restore job, open the Task Manager. In Actions, select Task Manager.

Create Restore Job for a Specified Folder

You can create a restore job to re-create the entire folder structure with its original content in the same mailbox or in specified mailbox:

• To restore all folder items to the same mailbox, select the folder, then click Folder button and select Restore Folder option. Confirm the restore job start. If the selected folder exists, all messages will be restored to this folder. Selected folder will be recreated in case it is no longer available.
• To restore the entire folder to the specified mailbox, select the user, then click Folder button and select Restore Folder To... option. Pick an mailbox to restore the folder with all content to. Confirm the restore job start. If the selected folder exists, all messages will be restored in this folder. If the folder does not exist it will be created.

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

Create Restore All Job

You can create a Restore All job to re-create the entire mailbox structure with its original folders in the same mailbox or in specified mailbox:

• To restore all mailbox items to the same mailbox, select the user, then click Restore All button and select Restore All Mailbox option. Confirm the restore job start.
• To restore all mailbox items to the specified mailbox, select the user, then click Restore All button and select Restore All Mailbox to... option. Pick an mailbox to restore all mailbox content to. Confirm the restore job start.

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

Delete Folder from Backup

You can delete selected folder from backup.

• To delete the folder, select the folder, then click Folder button and select Delete Folder option. Confirm the deletion job start 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.