Google Groups Backup and Download

Topic

This article explains how to use Dropsuite's Google Groups backup and download features.

Environment

Dropsuite Google Groups Backup

Description

Google Groups is a feature in Google Workspace that allows people to communicate, collaborate, and share resources more easily. It serves as a centralized hub for shared mailboxes and discussion forums. Google Groups does not provide a built-in recycle bin, which means that when you delete messages or entire groups, Google permanently removes them. That's why Google Groups Backup is the best option for protecting users' data.

To configure Google Groups Backup and Download, follow these steps.

Backing up Google Groups

Ensure that the Google Workspace tenant has a Google Vault license assigned to the administrator's account before proceeding with these steps.

Log in to the end-user portal.
On the dashboard page, click the Google Groups tab.
Click Setup Now.
Select a domain from the displayed list. The system will redirect you to the Add Backup page.
Select the Google Groups tab, then complete the following steps:

Figure 1: Google Groups Information (click to enlarge)
In the Install Additional Application section, select Get it from the Google Workspace Marketplace.
Dropsuite will redirect you to the Google Workspace Marketplace. This application provides the key functionality to back up Google Groups conversations. The application requires administrator permission to view users, groups, group members, settings, and emails to back up and download Google Groups conversations.
Sign in with the correct administrator credentials.
In the Purchase Google Vault License section, select Verify Google Vault License.
Once the setup is successful, Dropsuite will display a success message and redirects you to a dashboard page that lists all available Google Groups in the tenant. If the setup fails for any reason, Dropsuite will display a failed status message and a link to an FAQ document to help you troubleshoot the issue.

Downloading Google Groups

Downloading Google Groups doesn't immediately generate a download link. Dropsuite must first create an archive for the selected restore point. Once Dropsuite builds the archive, it will send a notification email to applicable users, and they can then start downloading the result from the System status page. To download the archive, perform the following steps:

Log in to the end-user portal.
On the dashboard page, click the Google Groups tab.
Select the Google Groups you wish to download, then click the Download button.
Choose either PST or EML format.
When prompted, click Yes to continue. The download link will generate.
Once you receive notification that the download link is ready, navigate to System Status → Download.
Click the Google Groups tab.
Click the download link and save the file to your local computer. Download links expire 96 hours after Dropsuite generates them.

Frequently Asked Questions (FAQs)

Below is a list of frequently asked questions from our partners, and answers provided by our Product team.

Which Google Groups Components are backed up by Dropsuite?

Dropsuite backs up the following components:

Conversations (mailbox)
Attachments
Settings (includes collaborative inbox and conversation history)
Members and permissions

Can I back up a specific Google Group?

No. This feature backs up all available Google Groups on the tenant.

How does Dropsuite do regular backups for Google Groups?

Dropsuite bases Google Groups backups on deltas, or changes to the files. Google Groups backups are not point-in-time backups.

Can I back up multiple Google Groups?

Yes. Dropsuite allows you to add multiple Google Groups, either from the same or different tenants, as long as the Google Vault license is available for the tenant.

Why do I need a Google Vault License?

You need a Google Vault license to retrieve Google Group conversations before Dropsuite can back them up. The license must belong to the administrator account you will use to sign in to the Google Groups application to perform Google Groups backups.

Do I need to purchase a Google Vault License?

Whether you need to purchase a Google Vault License depends on your subscriptions:

If you subscribe to Business Plus or Enterprise Editions, you don't need to purchase a license because Dropsuite already includes one in your subscription.
If you subscribe to Business Starter or Business Standard, you must purchase at least one license and assign it to the administrator account.

Can I check Google Groups members?

Yes. Dropsuite provides basic information about Google Groups, such as the number of members, their email accounts, and their roles. You can find this information on the Dashboard page in the More → Info section.

What do these icons mean?

The orange caution indicates Conversation History is turned off, so Dropsuite can't perform a backup. The blue box represents a Collaborative Inbox Group.

How long does it take to generate the download archive?

The time it takes to generate an archive varies depending on the file size. Dropsuite uses a multi-part download mechanism that divides large data into smaller parts for faster and more efficient downloading.

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