Data guides
Gmail: see how much data you have, then export it.
Pick a system to see two things: how to check how much data is in it, and how to export a copy. No form, no sign-in.
Gmail
Email & communication
How to see how much data is in Gmail
- Sign in to the Google Admin console (admin.google.com) as an admin with the Storage administrator privilege
- Open Menu → Storage
- Point to Gmail in the storage-by-service bar to see how much storage Gmail uses
- Optionally, under Users using the most storage, click View all users to see each person's usage
Record the Gmail amount for the whole organization; it is part of the shared Workspace total, so do not add it again if you already entered that total.
How to get a copy of your Gmail data
- Sign in to admin.google.com as a super administrator
- Open Menu → Data → Data import & export → Data export
- Click Set up new export, name it, choose Export all user data for the entire organization, then click Start export
- Wait for the export to finish (usually about 72 hours, up to 14 days)
- Click the export's name, then Actions → View Archive, and download the Gmail files within 60 days
A Google Workspace administrator can export mail with Google Workspace Data Export or Google Vault. Individual users can use Google Takeout for their own mailbox.
Exports of many mailboxes can take time to prepare. Archived or deleted mail may not be included unless retention rules keep it.
These instructions are written by DataFrenzy from each vendor’s public help pages. Menu names can vary by plan and change over time; the official link on each guide is the final word. Screenshots come from each vendor’s own help pages and videos or, where noted, from third-party tutorials credited under the image; dashed outlines are illustrations, not screenshots. Looking up a size or preparing an export never sends anything to DataFrenzy.