How to Backup G Suite Mailboxes to EML: A Complete Guide

Backing up G Suite (now Google Workspace) mailboxes is an essential task for organizations that rely on Gmail for communication and document management. Despite the high reliability of Google Workspace, unexpected data loss, accidental deletions, or user errors can still occur, making backups a crucial safeguard. One of the most commonly used file formats for email backups is EML (Electronic Mail Format), as it allows users to archive emails individually and retain all the properties like metadata, attachments, and other essential details.

In this article, we will explore how to back up Google Workspace (G Suite) mailboxes to EML, using both manual methods and automated tools. 

Why Backup G Suite Mailboxes to EML?

Before diving into the methods, it’s important to understand why you might want to back up your G Suite mailboxes to the EML format.

• Portability: EML files are easily portable across email clients like Outlook, Thunderbird, and others.

• Preservation of Metadata: EML files preserve the email's metadata, such as sender, recipient, timestamps, and attachments.

• Individual Email Access: EML allows users to back up individual emails, making it easier to restore specific messages rather than entire mailboxes.

• Independence from Google: Storing your emails in EML files gives you independence from Google Workspace. In case of an account suspension, or if the service becomes inaccessible, you still have your emails securely stored.

Now let’s explore some methods to back up G Suite mailboxes to EML files.

Efficient Solution for G Suite Backup to EML!

While the manual methods are useful, they may not be sufficient for regular, automated backups or large-scale operations. For more control, flexibility, and efficiency, using a smart solution is a viable option.

SysTools Google Workspace Backup Tool is an excellent choice for organizations that need a robust solution for backing up G Suite mailboxes. The tool allows you to back up all Gmail data and convert it to multiple formats, including EML.

Features of this Tool:

• Selective Backup: Choose specific mailboxes or folders to back up, providing flexibility for administrators and users.

• Backup to Multiple Formats: In addition to EML, it supports various export formats, including PST, MBOX, and more.

• Incremental Backup: The tool supports incremental backups, ensuring that only new or modified emails are backed up, saving time and storage space.

• Comprehensive Data Security: All backup data is encrypted during the process, ensuring the highest level of security for your emails.

Manual Methods to Backup G Suite Mailboxes to EML

Method 1: Using Google Takeout

Google Takeout is Google’s native service that allows users to export their data from various Google services, including Gmail. It is a free service and relatively easy to use.

Step-by-Step Instructions:

1. Sign In to Google Account:

   • Open a web browser and navigate to Google Takeout.

   • Sign in with your G Suite administrator credentials.

2. Select Gmail Data:

   • On the Takeout homepage, you will see a list of all Google services that you can export data from. By default, all services will be selected.

   • Scroll down and uncheck all options except Mail to back up only your Gmail data.

3. Choose File Type:

   • Scroll down to the bottom and click Next Step.

   • In the "File type & size" section, choose the EML file format.

   • Google Takeout will archive the data into a ZIP file containing EML files.

4. Select Delivery Method:

   • You can choose how you want to receive the backup. The options typically include:

     • Download link via email: Google will email you a download link once the export is complete.

     • Add to Drive: You can directly save it to your Google Drive.

     • Add to Dropbox or OneDrive: You can also save it to your cloud storage accounts.

5. Download the Archive:

   • Once the backup is complete, you will receive an email with the download link (if you chose that option).

   • Download the ZIP file, which will contain your Gmail data in EML format.

Limitations of Google Takeout:

• Google Takeout is a bulk export tool and doesn’t allow selective backup of individual emails or folders.

• It may take a while to generate the archive, especially if the mailbox is large.

• The EML files will be archived in ZIP format, and extracting them may require some additional steps.

Method 2: Using Gmail’s IMAP Protocol

IMAP (Internet Message Access Protocol) allows you to download emails from your Gmail account to a desktop email client. By configuring your Gmail account with an email client like Mozilla Thunderbird, you can back up your entire mailbox or individual messages to EML format.

Step-by-Step Instructions:

1. Enable IMAP in Gmail:

   • Sign in to your Gmail account.

   • Go to Settings (click the gear icon in the top right corner) and select See all settings.

   • Navigate to the Forwarding and POP/IMAP tab.

   • Ensure that IMAP Access is enabled. Click Save Changes if any adjustments were made.

2. Install and Configure Thunderbird:

   • Download and install Mozilla Thunderbird if it is not already installed.

   • Open Thunderbird and click on Email under Set up an account.

   • Enter your Gmail account details (email address and password). Thunderbird will automatically detect the settings for Gmail using IMAP.

3. Sync Gmail with Thunderbird:

   • Once Thunderbird is set up with your Gmail account, it will sync all emails from Gmail to your local Thunderbird client. Depending on the size of your Gmail account, this might take some time.

4. Export Emails to EML:

   • Once all your emails are synced, select the emails or folders you wish to back up.

   • Right-click on the email(s) and select Save As → File.

   • Choose a location to save the EML file, and the emails will be stored in EML format on your computer.

Limitations of Using Thunderbird:

• It may take up considerable time and storage space, especially for large mailboxes.

• You have to manually export emails, as it does not provide automated backups.

Method 3: Using Google Workspace Admin Console (For Admins)

As an administrator for a Google Workspace account, you can export data from multiple mailboxes using Google Vault or the Google Workspace Admin Console. However, these methods are more geared toward legal holds and compliance rather than regular backups. Still, they can help you extract mail data.

Step-by-Step Instructions:

1. Login to Google Admin Console:

   • As an admin, sign in to the Google Admin Console.

   • Navigate to Reports → Audit → Email Log Search.

2. Use Google Vault (Optional):

   • If your organization uses Google Vault for compliance and retention, you can export emails by creating a matter in Vault.

   • Open Google Vault, create a matter, and use the search functionality to find emails for specific users or time frames.

   • Export the results to a ZIP file, which will contain emails in MBOX format (this method doesn’t directly export to EML).

Limitations:

• This method requires administrator privileges, and it’s designed more for legal compliance than regular backups.

• Google Vault exports emails in MBOX format, not directly in EML format, so additional conversion is needed.

Technical FAQs

1. Can I use Google Takeout to back up Gmail emails in EML format?

Yes, Google Takeout allows you to back up Gmail data to EML format, although it exports all emails as part of a bulk archive.

2. Does Thunderbird support backing up Gmail to EML?

Yes, Thunderbird supports exporting Gmail emails to EML format, though it requires setting up an IMAP connection and manually saving emails.

3. Is it possible to back up Gmail using the Admin Console?

Yes, admins can use the Admin Console to export Gmail data, although this method is typically used for compliance and may not directly export to EML.

4. How can I back up Gmail emails automatically to EML?

For automatic backups, smart tools like the specified Backup solution provide scheduled backups to EML and other formats.

5. Can I recover emails from EML files?

Yes, EML files can be opened in most email clients like Outlook, Thunderbird, and others, allowing you to recover emails from your backups.

Conclusion

Backing up G Suite mailboxes to EML is essential for preserving emails and other critical data. While manual methods like Google Takeout and using IMAP through Thunderbird provide solutions, they may not