Learn How to Backup Google Apps for Business

admin | December 15th, 2016 | Technology

Google, although having many failures in its portfolio, when introduces a service it serves to be efficient to an extent that we cannot imagine how we worked before. Google Apps is one of the services introduced by Google. It is a suite of Google applications that brings together essential features in order to help users in their businesses. It is a hosted service that allows businesses and organizations to use a variety of Google products like Email, Google Doc, Google Talk and much more on a unique domain. Many companies, whether it is a small or large scale, are using Google Apps to maintain their business continuity.

Why do I need to backup my Google Apps Account?

The ability to work from anywhere is the greatest benefit that Google Apps gives its users. However, there is no such thing as too safe. So, how will you work on your data from anywhere if you do not have the data itself? Data loss is an actual danger, which is subjected to each business who is working in cloud that can cost lot of bucks and a considerable amount of IT resources. While Google goes great distance to protect your data but the company does not hold any responsibility against accidental or intentional data loss.  While Google vault, Google’s own archiving and data recovery tool can back up your Gmail and chat, but is not helpful in backing up your Google Apps account.

Scenarios of Google Apps data loss

More and more business organizations are relying on Google Apps in order to simplify their work. However, with all this data on cloud comes with a new set of concerns. Let us find out some:

  • Ill-intentioned users
    Google Apps comes with a huge benefit of quickly elaborating, editing, and sharing of data. The documents created by a single authority in any business organization can be shared and accessed by dozen other employees. However, the sole power remains with the authority that created it. One can delete or make any changes in the document that can prove to be beneficial or fatal for the organization. In addition, a departing ill-intentioned employee can hamper the important documents in order to seek vengeance from their employer.
  • Human Mistakes
    If we talk about well-intentioned employees, they also sometimes are responsible for mishappening with the data. Even the best-intentioned users can make mistake and no training can eliminate the risk of human error. Therefore the risk of data loss is determined even if the users are aware of “what to do or not” of Google Apps.

Thus, all the above-mentioned scenarios raise a demand for backing up of Google apps for business.

How to backup Google Apps?

Working on cloud many a times gives a false sense of security to the users. They do not worry about backing up their data thinking that data stored on cloud is secure. However, the cloud brings many security loop holes like hacking, software issues, synchronization issues, service interruptions and many more. Therefore, these issues call for a backup of Google Apps.

Google Takeout

You can back up your Google Apps data with the help of Google Takeout. It is a project introduced by Google Data Liberation Front, which allows users of Google products such as Google+ and Google Drive to export their data to a downloadable ZIP file. The services, which can be exported, are Gmail, Google+, Google Drive files, Google Calendar, Google Contacts, Google Latitude, Google Profiles, Google Voice settings and many more. The user can select all the services or can choose and select the desired services. Google Takeout then processes the request and puts the services in a ZIP file. Then, an email notification is sent to the user that the export process has been finished and the user can download the ZIP file from the download section of the website.

Advantages of Takeout

  • The ZIP file contains a different folder for each service that is exported.
  • The file formats of the services are kept intact.
  • Suggestions are also provided for the type of applications to be used to view the downloaded files.

Once the backup is taken in Google Takeout then, various needs arise in front of a user due to which they need to convert their g takeout data to other file format so that it can be easily accessed on the desktop- based application. To perform such action, there is a software namely Turgs Google Takeout Data Converter. The software performs the data conversion of Google Takeout in various file formats, i.e. EMLX, EML, MBOX, PST, MSG, HTML, MHT, RTF, DOC, and XPS. You can select any of the desired file format to store the Google data.

Conclusion

Taking the backup of Google and storing it on the file format so that to access it easily on desktop-based email application. After understanding this, we have discussed an efficient way to backup Google apps for business without compromising with the data quality.