Sometimes you need to take your Google Workspace data with you — maybe you’re switching tools, creating a backup, or just want to keep a copy for peace of mind. Whatever the reason, Google makes it pretty simple to export your information.
In this guide, we’ll walk you through the different ways to export data from Google Workspace — whether you’re doing it for yourself or for your whole organisation.
Option 1: Export your own data with Google Takeout
Option 2: Export data for your whole organisation (Admin only)
Option 3: Export specific data types
Option 1: Export your own data with Google Takeout
Best for: Backing up your personal files, emails, and contacts.
Google Takeout is a handy tool that lets you download your data from most Google services — like Gmail, Drive, and Calendar.
How to use Google Takeout
Go to Google Takeout.
Select the Google products you’d like to export (e.g. Gmail, Drive, Calendar).
Scroll down and click Next step.
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Choose your export preferences:
Delivery method: Send download link via email, or add to Drive, Dropbox, etc.
Frequency: One-time export or every 2 months for a year.
File type & size:
.zipand 2GB per file usually works best.
Click Create export.
Google will start preparing your files in the background — this can take a while depending on how much data you have. You’ll get an email when it’s ready to download.
Tip: The download link expires after a short time, so make sure you save your files right away.
Option 2: Export data for your whole organisation (Admin only)
Best for: Workspace admins exporting data for all users.
If you’re a Google Workspace admin, you can export all user data using the Admin Data Export tool. This includes Gmail, Drive, Calendar, and more.
How to use the Admin Export tool
Go to the Admin console.
Navigate to Security → Data access and control → Data export.
Click Start export.
Once the export is ready, Google will email you a link to download the files from a secure Cloud Storage folder.
A few things to note:
You must be a super admin to use this tool.
Your admin account needs to be at least 30 days old.
Exports can take several days, depending on how much data your organisation has.
Option 3: Export specific data types
If you only need certain information, you can export from individual Google apps instead.
Export from Google Drive
Open your Drive.
Right-click on a folder or file.
Select Download.
Google will automatically zip the files so they’re easy to store or move.
Export from Gmail
You can:
Use Google Takeout, or
Forward individual emails to another account, or
Use a mail client (like Outlook or Thunderbird) to back up via IMAP.
Export from Google Calendar
Open Google Calendar on desktop.
Click the gear icon → Settings → Import & export.
Under Export, download your calendars as
.icsfiles.
Keeping your exported data safe
Once you’ve exported your data, store it somewhere secure — ideally in a password-protected or encrypted location. Avoid sharing exported archives publicly, as they can contain sensitive info like emails and contacts.
FAQs
Can I export data for one user only?
Yes. If you’re an admin, you can either sign into that user’s account and use Takeout, or use the Admin export tool for wider control.
How long does an export take?
It depends on how much data you have. Smaller exports can take under an hour, but full organisation exports may take a few days.
What format is the data in?
Google exports data in common file types like .zip, .csv, .mbox, and .ics, which makes it easy to open or import elsewhere.
Will exporting delete my data from Google Workspace?
No — exporting just creates a copy. Everything stays right where it is in your Google account.