Easy Tech TutsHow to Export Google Workspace Data 2026 Easily
By Impran M N
Whether you're switching accounts, backing up company data, or preparing to offboard a user, exporting Google Workspace data is something every admin eventually needs to do. This guide covers exporting individual user data with Google Takeout as well as full admin-level exports for every user on the domain. It also touches on choosing export formats and destinations, and best practices to follow before offboarding someone.
01Export user data with Google Takeout
Use Google Takeout to download an individual user's Drive files, Gmail, Calendar, and other Workspace data.
02Run an admin-level export for all users
For organization-wide backups, use the Admin Console to export data across all users rather than one account at a time.
03Follow best practices before offboarding
Complete a full export before deleting or offboarding a user so no company data is lost in the process.
04Choose your export format and destination
Pick where the exported data should go, such as Drive or Dropbox, and select the format that best suits how you plan to use it.
Frequently asked questions
Can I export just one user's Gmail and Drive data?
Yes, Google Takeout lets you export an individual user's Gmail, Drive, Calendar, and other Workspace data.
How do I back up data for every user in my organization?
The Admin Console offers an admin-level export option that covers all users rather than exporting one account at a time.
Should I export a user's data before offboarding them?
Yes, running a full export before deleting or offboarding a user is recommended so their data isn't lost.
Can I export shared drive files as well as personal ones?
Yes, shared drive data can be downloaded securely alongside individual user files.
Watch the full walkthrough
The same steps, demonstrated on screen from start to finish.
