Backup Your Gmail Emails and Google Drive Files

This article explains how to create a backup of Gmail email messages and Google Drive files using Google Takeout.
Before you begin: These steps are intended for users who still have access to an FAU Owl Apps or Google Workspace account. Current students should use Microsoft Outlook / Microsoft 365 email for email access.
Important: Google Takeout creates a copy of your selected Google data. Creating or downloading a Takeout archive does not delete the original data from your Google account.
Storage reminder: If you are backing up files to reduce Google Workspace storage usage, confirm the backup downloaded successfully before deleting anything from Gmail or Google Drive.

Google Takeout Overview ▾

Google Takeout allows you to export and download a copy of data from supported Google services, including Gmail and Google Drive.

  • Gmail: Exports email content, message headers, attachments, labels, and related Gmail settings.
  • Google Drive: Exports files and folders from Google Drive, including supported Google Docs, Sheets, Slides, Drawings, Sites, Forms, and other Drive content.
  • Archive files: Takeout usually creates one or more compressed archive files, such as .zip files.
  • Large backups: If the selected data is larger than the archive size selected during export, Google may split the backup into multiple files.
Important: A Google Takeout backup is a copy of your data for recordkeeping or transfer. It is not the same as moving data directly into another account.

Back Up Gmail Email with Google Takeout ▾

Use these steps to create a Gmail email backup using Google Takeout.

  1. Go to https://takeout.google.com.
  2. Sign in with the Google or Owl Apps account that contains the Gmail messages you want to back up.
  3. Select Deselect all to clear the selected Google services.
  4. Scroll down and select Mail.
  5. Select All Mail data included if you want to choose specific Gmail labels instead of exporting all mail.
  6. Confirm the Gmail data you want to include, then select OK.
  7. Scroll to the bottom of the page and select Next step.
  8. Choose a delivery method, such as Send download link via email.
  9. Choose the export type. For a one-time backup, select Export once.
  10. Choose the file type. .zip is recommended for most users.
  11. Choose the archive size.
  12. Select Create export.
  13. Wait for Google to prepare the archive. Depending on the amount of data, this may take from a few minutes to a few days.
  14. When the export is ready, open the email from Google Takeout and select Download archive.
  15. Download the archive file to a secure location on your computer or external storage device.
Gmail backup format: Gmail messages exported through Google Takeout are commonly provided in MBOX format. The MBOX file can be stored as a backup or opened with a compatible email application.
Important: If you use a work or school Google account, some data may not be available for download depending on account settings.

Back Up Google Drive Files with Google Takeout ▾

Use these steps to create a Google Drive backup using Google Takeout.

  1. Go to https://takeout.google.com.
  2. Sign in with the Google or Owl Apps account that contains the Google Drive files you want to back up.
  3. Select Deselect all to clear the selected Google services.
  4. Scroll down and select Drive.
  5. Select the Drive options if you want to choose specific folders, file formats, or Drive content.
  6. Confirm the Drive data you want to include, then select OK if prompted.
  7. Scroll to the bottom of the page and select Next step.
  8. Choose a delivery method, such as Send download link via email.
  9. Choose the export type. For a one-time backup, select Export once.
  10. Choose the file type. .zip is recommended for most users.
  11. Choose the archive size.
  12. Select Create export.
  13. Wait for Google to prepare the archive. Depending on the amount of data, this may take from a few minutes to a few days.
  14. When the export is ready, open the email from Google Takeout and select Download archive.
  15. Download the archive file to a secure location on your computer or external storage device.
Drive backup note: Google Drive exports may include files, folders, current file versions, and other supported Drive data selected during the Takeout process.
Shared files: If you have files in Shared with me that you need to preserve, make a copy in your own Google Drive before creating the backup, if you have permission to do so. Files owned by someone else may not be included the same way as files you own.

Optional: Manually Download Selected Google Drive Files ▾

If you only need to back up a small number of Google Drive files, you can manually download them instead of using Google Takeout.

  1. Go to https://drive.google.com.
  2. Sign in with the Google or Owl Apps account that contains the files you want to back up.
  3. Open My Drive.
  4. Select the files or folders you want to download.
  5. Right-click the selected files or folders.
  6. Select Download.
  7. If Google creates a compressed .zip file, wait for the file to finish preparing.
  8. Save the downloaded file to a secure location on your computer or external storage device.
Important: Sharing permissions do not transfer with downloaded Google Drive files. If you upload the files somewhere else, you will need to share them again from the new location.

After the Backup Downloads ▾

After downloading your Gmail or Google Drive backup, confirm the backup is complete before deleting or moving any original data.

  • Confirm the archive file downloaded successfully.
  • If the backup was split into multiple files, download all archive parts.
  • Store the backup in a secure location.
  • Extract the archive and verify that the expected Gmail or Google Drive files are present.
  • Only delete Gmail messages or Google Drive files after confirming the backup was created and downloaded successfully.
Important: Google Takeout backups may contain email attachments, documents, and sensitive information. Do not store downloaded archives in an unsecured location.

Troubleshooting ▾

  • If you cannot access Google Takeout, confirm that you are signed in to the correct Google or Owl Apps account.
  • If Gmail or Drive does not appear in Takeout, the service may not be available for export on your account.
  • If the export takes a long time, wait for the email from Google Takeout that says the archive is ready.
  • If the download is split into multiple files, download every part before extracting the backup.
  • If a downloaded archive does not open, confirm the download completed successfully and try downloading it again.
  • If expected Gmail labels are missing, create a new export and confirm the correct Mail data or labels are selected.
  • If Google Drive files are missing, create a new export and review the Drive folders or options selected during Takeout.
  • If files from Shared with me are missing, make a copy to your own Google Drive first, if you have permission, then create a new backup.
  • If you are backing up data to reduce storage, do not delete the original files until you have confirmed the backup was downloaded and can be opened.

Still Need Help?

If you need help backing up Gmail or Google Drive files from an Owl Apps account, please contact the Help Desk at 561-297-3999 or submit a ticket for assistance.

Submit an Owl Apps support request

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