Overview: Are you here to know the steps to export Google Workspace to PDF format. Then, you’re in the right page and read the blog till the end!
Google Workspace is a popular suite made for organizations to use for emails, contacts, and calendars. There are times majorly in the corporate world where you may need to convert your official data to PDF. It is used for record-keeping, offline usage, & compliance needs.
Also Read: How to Export Google Workspace to MBOX?
Why to Export G Suite to PDF? Reasons Behind
There are a lot of factors by which users tend to export Google Workspace to PDF.
- PDF is a portable format which you can open in any operating system in order to backup business data
- To keep an archive of important communications from customers to employees
- Users maintain official emails in PDF format, in case of claims, disputes, or inquiries
- Making your business data file easily readable
- You don’t have to sign in to your Gmail for viewing archived messages
- Keep your mailbox data before disabling your account
- Email users who do not have access to the original mailbox
- Keep a local copy of important Workspace information
What Kind of Data is Stored Inside Google Workspace?
The data which you need to export depends on the methods that you are using. Since the main one is Gmail for email PDF archiving. Now, let us look at some of the information found within G Suite emails.
- Gmail emails
- Headers and metadata
- Email attachments
- Multiple Contacts
- Calendar information
- Workspace mailbox folders and labels
You will find built-in Download As options to save single documents as PDFs in Google Docs, Sheets, and Slides.
Export Google Workspace to PDF Files Professionally
If you are an IT administrator who has a lot of user accounts or large mailboxes. Then, it is hard to manage when you are using manual methods. It is recommended to go with SysTools G Suite Exporter which allows you to export G Suite to PDF effortlessly. This allows you to filter by users, date range, and get only the required data. This tool not just saves a few emails, but also maintains or backup the full business email data in an organized manner.
Why to Use:
- You can easily export bulk user mailboxes
- Save G Suite data to multiple formats like PST, MBOX, PDF & more
- Easy to handle large amounts of email data
- Provides date-based selective option
- Gives you data report of your entire process
- It is very simple to manage employee data or archive a business
Simple Software Steps to Convert Google Workspace to PDF
1. Install and run our software on your PC.
2. Select source platform G Suite and destination platform PDF.
3. From the same screen, in the Workload selection tab, you need to select G Suite as a category which you want to export.
4. With the help of our Date Range filter option, you can export specific mailbox data. Click on Next.
5. Then, you enter the Source Screen.
- Here, provide the Admin Email & Service Account prompts
- Next, you also need to upload the Certificate File which is your P12 file into the software panel.
6. From your screen, click the Validate button to guarantee that permissions have been applied to the account.
7. You will get the permission by the source user after validation. Tap on Next.
8. After that, specify the backup folder path where you need to export the PDF.
- It does not let you set the folder path above 20 characters.
9. Ensure that you have the required permissions and click on Next.
10. Users screen allows you to filter users that must be processed in various ways from the source account:
- Fetch Users: It will fetch users automatically from Source domain.
- Import Users: Import users from CSV file.
11. Now, click on the Start Export button to export Google Workspace to PDF.
12. When the export has finished, choose Download Report.
Export Google Workspace to PDF Portable Format Manually
This method is only useful when you are dealing with a few emails. Follow these quick five simple steps to get your data exported.
1. Firstly, log in to Google Workspace with your Gmail account
2. Find and open the email you want to save as PDF
3. Select Print from the email more menu option. You can print a single message or an entire conversation, as it is supported by Google
4. Now, choose Save as PDF as a destination on the Print dialog of your system
5. Lastly, give a path to your destination folder, file name, which you need to use & save it
Drawbacks of Using Manual Steps
- It is difficult to handle thousands of messages one at a time
- These steps will not create well-organized, or individual PDF files for every mailbox
- For every email, you need to set file names and destination folders
- It becomes impractical for IT administrators to manage all those employee accounts manually
- Users find it hard to decide which data needs to be selected based on administrative levels
- You might miss some important conversations too
Important Factors to Note:
- Determine, if you want full mailbox data or selected emails. Export only the required data to save your time and work process
- Ensure that you have enough storage space for bulk email exports with attachments
- Protect Original Google Workspace Data to keep reading or reference PDF
- Check all exported emails carefully to ensure that nothing is missing
- Store PDF files securely in order to provide access only to authorized users and protecting sensitive data
Final Words
We have described both manual and automated solutions to export Google Workspace to PDF. It totally depends on your data size and number of emails you are migrating. In case you want to backup one or two emails, then you can use the Print > Save as PDF method. It’s quick and very easy to use. However, when you have to manage large G Suite mailboxes, in that case, go with our automated solution which is the best choice for administrators when you are exporting bulk data.