G-Suite is the old name for Google Workspace. It’s a suite of apps and services that brings together essential components needed in today’s digital world. It’s a collection of cloud-based tools designed to boost productivity and foster collaboration, especially useful in remote and hybrid work environments. It has components like Google Docs, Google Drive, Calendar, Google meet, and Gmail.

Gmail in this context is just the regular Gmail that everyone uses, except it has additional business and work-related features, and they all integrate with other productivity and collaboration apps in the suite.

G Suite backup is a straightforward, yet vital process. It involves creating secure copies of your data from Google’s servers and storing them in a separate location. Given that emails form the backbone of professional communication, backing them up, along with other data like documents and calendar entries, is non-negotiable for businesses and educational institutions relying on G Suite.

In this guide, we focus on leveraging Mail Backup X to effectively back up your G Suite data, especially emails.

Download and Installation –

To begin, first get Mail Backup X running on your system. If you haven’t installed it yet, you can download the setup file from the website and then begin.

To download Mail Backup X for your personal or team use, simply follow these steps:

• Go to the Mail Backup X website and navigate to the download section.
• Choose between downloading the Personal Edition or the Team Edition, depending on your needs.
• Select the appropriate version for your operating system:
• For macOS users (OS X 10.13 and above), click on the ‘FOR MACOS’ button. There’s also a version ready for macOS Monterey and Mac M1/M2 chips.
• For Windows users, the software is compatible with Windows 8 and above. You can download either the 64-bit or the 32-bit version by clicking on ‘FOR PC 64BIT’ or ‘FOR PC 32BIT’ accordingly.

Mail Backup X also offers a 15-day trial, allowing you to evaluate the software before making a purchase. This trial includes all the key features, giving you a comprehensive view of the app’s capabilities. Once you are ready to proceed, follow the instructions for installation given by the setup wizard.

Are you one of the macOS Mojave, Catalina,or Big Sur users? You might see “disk error” when selecting one of the email clients on your system. But nothing to worry about. You can go system preferences à Security and Privacy à then open “Privacy” tab, login if needed, and add “Mail Backup X” in the list of allowed apps. This step is required in newer Mac operating systems to manually give access to apps.

Once installed, you are ready to begin.

12 Steps to Back up G-Suite Data

To back up your G Suite data using Mail Backup X, follow these steps:

1. Open Mail Backup X and go to the ‘Dashboard’. This is the first, main screen that comes up.

2. Click on ‘My Backup Profiles’ from the side menu to set up a new backup profile. (Or, ‘Setup a new backup now’ from the ‘Tasks’ pane in the middle of the dashboard)

3. Select the ‘Setup a new backup profile’ option.

4. Next, you have to select the platform/service where the emails to backup are located. Since, they are located on Google server for your G-Suite/Google Workspace account,select ‘Email Server.’

5. You will be seeing various email servers and providers, one of them would be Google Mail. Click on it.

6. You will be asked to login. The tool to back up data from G-Suite, it needs to access your emails and other items from Google Workspace account. The emails are retrieved using the IMAP protocols. Click the ‘Sign In’ button.

7. In the new window, provide the username and password sign into your Google account. Follow any additional authorization steps, like 2-factor authentication or temp-password from authentication app.

8. After logging in, you’ll need to grant Mail Backup X permissions to access your G Suite data. Click ‘Allow.’

9. Once permission is granted, you can select ‘Since Beginning’ to back up all your G-Suite emails from the start, or ‘From Now Onwards’ to back up emails from the current point forward.

10. Choose the folders you wish to back up from G-Suite account. Select the recommended option to automatically backup newly detected sub-folders under selected folders. Then click ‘Continue’ to go to the final configuration screen.

11. In the configuration screen, give your profile a name, select your storage location, set the required security settings (Encrypted or not), click on the required backup schedule option (automatic on new mail, automatic on set intervals, or manual), and set the USB auto-snapshot if needed.

12. Finally, save your G-Suite backup profileby clicking ‘Save’ button, which will start the process of retrieving emails and backing them up on your designated location.
13. During any active backup process, you will be able to see the progress under ‘Activities’ section in the main dashboard. Once the backup is complete, you will get the notifications on your operating system, as well as on the ‘Notifications’ section of the dashboard. Ifthe profile is not currently backing up G-Suite data, you will be able to modify the settings, check the logs and history by going to “My Backup Profiles” or from the ‘Tasks’ section.

Mail Backup X features for G Suite backup:

• Compatibility with both Mac and Windows systems.
• Support for multiple email services, including backups from G Suite.
• An ultra-fast search module to quickly find specific emails from the backup/archived files.
• Flexible storage options, including local, network drives, and cloud services like Dropbox and OneDrive, including mirror backup functionality for extra security
• Encryption for securing sensitive email data.
• Automatic G-Suite backupon your designated USB device. It’s like auto-Snapshot of your backups.
• Customizable backup profiles for different email accounts and preferences.
• Detailed activity logs to monitor backup status and history.
• Simple and intuitive interface for easy navigation and setup.
• There are also additional tools that are useful in data management, such as: convert file formats (like PST, EML, MBOX, to any other), export emails to PDF files, convenient and direct import feature that allows importing emails from any files to any platforms or clients, view archives directly and search for any items without restoring, data compression, and more.

Mail Backup X provides a comprehensive backup service for G Suite data to ensure that essential information, including emails, documents and calendar entries, are kept safe and accessible. It is compatible with Mac and Windows operating systems, and offers a variety of features, such as encryption, customized backup profiles and storage options, to suit both personal and business use.

And with a user-friendly interface, the G-Suite backup process is simplified, providing a sense of security for one of the most important commodities today – data.