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Microsoft 365 and Google Workspace
Backing up business Gmail
Business Gmail is backed up by copying every mailbox in the domain to external storage, at least once a day, with the ability to restore a message or a folder as it was on a chosen date. Forwarding emails to another mailbox, or relying on the trash, does not give you that history.
Key points
- Copy messages, attachments and labels, for individual mailboxes as well as group mailboxes.
- Without a backup, a deleted message disappears after 30 days in the trash + 25 days of administrator restore.
- Google Chat is not email: a “Gmail” tool does not necessarily cover it.
- On the day of a hack: revoke sessions and remove filters before restoring.
What to copy
- Messages, threads, attachments, labels. Labels are how many teams actually organise their work: losing them makes a mailbox unreadable.
- Individual mailboxes and group mailboxes (
facturation@,bonjour@). - Calendar and contacts if the business depends on them. Strictly speaking they are not “in Gmail”, but users experience them together.
- Drafts only if they have value. That is generally not the case.
Google Chat conversations and spaces are not emails. A “Gmail” tool does not necessarily cover them. If these exchanges have evidential value for you, raise the question separately.
Settings
At least daily frequency. Choose it by asking what the loss of a day, a week or a month of data would cost: when facing ransomware, as No More Ransom (Europol and partners) points out, backup is often the only way out. Retention of 30 to 90 days for operational needs. Restricted access for the tool, with the administrator protected by a second factor. A copy that cannot be erased during the window in which an attacker might also target the backup console. A failure log that someone actually reads.
First export: long, because it takes in the full history. After that, only new messages. Keep an eye on the volume of attachments: a few mailboxes full of plans or photos weigh more than a hundred mailboxes of text.
Start-up checklist:
- List of named and group mailboxes.
- Tool access approved, admin account protected by two-factor authentication.
- Frequency and retention put in writing.
- First export completed and checked.
- First test restore to a control mailbox, labels included.
What Google allows without a backup, and where it stops
- Trash. A deleted message stays in the user’s trash for 30 days.
- Administrator restore. After those 30 days, the administrator has 25 more days to restore messages from the console. After that, they are permanently deleted.
- Deleted account. The administrator can restore a user up to 20 days after deletion. After that, Google states that the data is gone.
- Vault. If your edition includes it and a rule was set before the need arose, it retains messages for search. Its FAQ states that it is not designed to be a backup or archiving tool.
None of these mechanisms is a library of versions managed by you, outside the domain, and tested every six months.
The day a mailbox is emptied
Revoke sessions, check filters and forwarding rules (attackers often add some), choose a copy date prior to the deletion, restore to a control mailbox, then reconnect the user. If the deletion is recent (still in the trash, or purged less than 25 days ago), Google’s administrator restore can also bring the messages back: check this quickly. The step-by-step guide is in A mailbox has been emptied or hacked.
At WeDoBack
Business Gmail falls within the Google Workspace email, calendar and contacts scope. One agent is counted per address. Storage follows the actual volume, under SMART (€49.99 excl. VAT/TB/month) or INTEGRAL (from €100 down to €65 excl. VAT/TB/month depending on volume), not an “unlimited mailbox” flat fee. Messages leave encrypted, with the key held by the customer, for backup servers separate from the Google domain. The frequency chosen in the console is your RPO. No restore time figure is published: it depends on the size of the mailbox and is measured through a test.
Frequently asked questions
Is automatically forwarding emails to another mailbox a backup?
No. Forwarding only copies new messages, without labels or any history of dates. It also duplicates personal data into a mailbox that is often less well protected. And it does not let you return a mailbox to its state before an incident.
Can an administrator recover an email deleted two months ago?
Not with Google’s tools alone. A message stays in the trash for 30 days, then the administrator has 25 more days to restore it. Beyond that, you need a backup, or a Vault rule set before the deletion, which serves search rather than recovery.
How often should Gmail be backed up?
At least once a day. More often if email is your ordering channel. The interval between two copies corresponds to the volume of messages you would be prepared to lose.
Further reading
Sources
Documents consulted in October 2026.
- Restore a user’s permanently deleted email — Google Workspace Admin Help
- Restore a recently deleted user — Google Workspace Admin Help
- Google Vault FAQ — Google Vault Help
- The No More Ransom Project — Europol and partners
- Offers and prices — WeDoBack
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