How to Suspend Users in Google Workspace Environment?

One of the main duties of the administrator is to manage user accounts in Google Workspace. Only they have the authority to suspend the account. If you want to know how to suspend a user in Google Workspace. I will provide you with different ways to suspend the user account.

Suspending an account means temporarily deactivating the account instead of deleting it. In G Suite admin has the right to suspend their account. The purpose of this is to protect the Google Workspace and other user accounts from any potential threat.

When the account is suspended, the user can no longer sign in, access emails, or use the services until the issue is addressed. It is a better option than archiving or deletion of user account. As it gives inactive of the account but keeps the user data intact. To know when you may need to suspend the user. Then there are several situations that I have mentioned below.

When is it Appropriate to Suspend User in G Suite?

In many situations, disabling a Google Workspace user account is very useful. Here are the most frequent scenarios.

• When an employee leaves the company. Then, their account will be immediately suspended to prevent unauthorized access and keep the data safe for the future.
• If the user wants to take a leave for a long time. Then, they suspend to ensure the security of their account and data.
• If the admin finds suspicion of account compromise or unusual login activity. Quick suspension of the account protects the organization from theft of sensitive company data.
• Accounts that are not active for a long period can be suspended to reduce the security risks.
• Sometimes, during the internal audits, legal holds, or regulatory requirements. A suspended account is needed to ensure data is preserved and accessible.

How to Suspend Specific User in Google Workspace?

If you want to disable only one user, following the steps below will make the user temporarily inactive. First, you must have the appropriate user management privilege. Then, follow the steps.

1. Log in to the Google Admin Console using an administrator account.
2. In the Menu option, click on Directory and then the Users button.
3. From the Users list, select the user and click the More options button.
4. Select Suspend user, then hit the Suspend option.

After that, you will see the status “Suspended” beside the user account. If you want to disable multiple user accounts. Then this method will help you.

Suspend Bulk Users in G Suite

In order to suspend batch users, you need a CSV file. To create the CSV file and disable the users. Below are the steps that you should add.

1. First, log in to the Google Admin Console.
2. In the Directory section, find the Users option.
3. Click on Bulk update user and then Download user info in CSV file.
4. Open the file and in the New Status [Upload Only] column. Type suspended next to those users that you want to suspend.
5. After changing the status, save the file and upload it to the Google Admin Console.

Automatic Block User Account – Bonus Tip

Google Admin Console offers you various rules that you can use to monitor and block the access of user accounts. Although this is not a standard way to suspend your account. However, using the rules, you can trigger alerts or other actions to secure your account.

1. In the Google Admin Console, go to the Menu.
2. Select Rules and click on Create rule.
3. Choose the Activity rule button and define the Rule details.
4. Include the name and description of the rule.
5. Set the conditions according to the desired security events.
6. Configure the actions, review, and activate the rule.

This does not suspend your account but protects it from unauthorized access. This is a defence mechanism to save your data and Google Workspace.

By suspending a user’s G Suite account, you only make the account inactive. Your data, such as emails, contacts, calendars, etc. will be securely stored within your Google Workspace environment. After reactivating your account will get back to normal and you will regain your data. But, in some cases, your data may be lost during the suspension period.

How to Keep Data Secure?

In some cases, your data might not be restored after reactivating your account. Like.

• If the admin deleted data during the suspension period.
• Retention policies automatically delete the data within the period.
• Integrations or third-party apps remove the user access or data while the account is suspended.
• Admin permanently deletes the account instead of just suspending it.

These are some instances where one can lose their data while their account is in suspension. Also, some may want to access their data when their Google Workspace account is inactive. Therefore, it is better to take a backup of the user account before suspending the account. For this, you can use SysTools G Suite Backup Tool, a professional software to save the G Suite data to keep your data secure.

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How to Reactivate Suspended Users?

I have provided methods to suspend users in Google Workspace and explained how to keep your data secure during the suspension period. Now, if you want to reactivate the disabled account. Here are the steps that you can use.

1. To restore an individual suspended user, go to the Admin Console.
2. In the menu, click on Directory and then the Users option.
3. Select the Add a filter button, then choose the User status option.
4. Click on the Suspended box and the Apply button.
5. In the users section, click on More options. Hit the Reactivate button.
6. Confirm the process and Reactivate the process.
7. If you want to reactivate bulk users, open the same CSV file to suspend the users.
8. In the column of NewStatus[Upload Only]. Type Active button.

Conclusion

To suspend users in Google Workspace. Here, I have provided several ways in which you can suspend a single and bulk users. Also, I have provided steps to immediately block your account when an unauthorized user enters the G Suite. Moreover, I explain how it is important to keep your data safe during the suspension period.