How to Backup Google Workspace in 2025

Google Workspace has become the backbone of modern business communication and collaboration. Gmail, Drive, Docs, and Meet now hold years of critical company data. But in 2025, simply trusting Google to “keep everything safe” is not enough.

With rising cyber threats, strict compliance requirements, accidental deletions, and even the risk of account lockouts, having a reliable Google Workspace backup is essential. This guide explores both native tools and third-party solutions, and highlights the most reliable backup option for UK organisations.

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Does Google Workspace Need Backing Up?

One of the biggest misconceptions about Google Workspace is that “Google keeps everything safe.” While it’s true that Google provides world-class infrastructure, redundant storage, and excellent uptime guarantees, availability is not the same as backup.

Google protects the platform, but not against all forms of data loss. Common risks include:

• Accidental deletion – A file or email removed by mistake can be gone forever after the trash retention period.
• Malware and ransomware – If a malicious file syncs to Drive, it can overwrite clean versions.
• Human error or insider actions – Departing employees might delete data intentionally.
• Third-party sync errors – Integrations and APIs can corrupt or overwrite files.

For regulated industries, the risks are even higher. GDPR, ISO 27001, and other frameworks require provable data retention and recovery. Google’s Shared Responsibility Model makes clear that customers—not Google—are responsible for securing and backing up their data.

Industry reports back this up: according to Acronis, cyberattacks are rising by over 200% year-on-year, and the average ransomware incident now costs more than £1 million. Without a proper backup, recovery is slow, expensive, and uncertain.

What Data in Google Workspace Should You Backup?

Almost every Google Workspace app holds business-critical information. A complete backup strategy should cover:

• Gmail – Emails and attachments.
• Google Drive – My Drive, Shared Drives, and all file types.
• Contacts – Often overlooked, but vital for continuity.
• Calendar – Meetings, events, and schedules.
• Docs, Sheets, Slides – Core collaboration tools.
• Chat – Message history and project discussions (optional).
• Google Meet – Video call recordings.
• Other apps – Forms, Sites, and Keep can also hold valuable business data.
• Google Classrooms – only applicable for schools.

Native tools don’t always cover every app equally, and restoring data is often complex or impossible. This makes third-party backup with full Workspace coverage a safer choice.

Native Google Workspace Backup Options (And Their Limitations)

These options provide retention or one-time exports, but they don’t deliver continuous, automated, restorable backups that businesses require.

What to Look for in a Google Workspace Backup Solution

When evaluating third-party providers, focus on features that ensure resilience, compliance, and ease of use:

• Complete coverage – Gmail, Drive, Shared Drives, Contacts, Calendars, and more.
• Automatic daily backups – No manual effort required, reducing admin overhead.
• Granular restores – Recover a single file, email, or calendar event, not just whole accounts.
• UK data residency – Ensures compliance with GDPR and UK data protection laws.
• Encryption and ransomware protection – Safeguards data in transit and at rest.
• Admin controls and audit logs – Provide visibility and accountability.
• Multi-user and Shared Drive support – Critical for medium and large organisations.

The right solution doesn’t just back up data—it ensures your business can continue operating without disruption, even in the worst-case scenario.

How to Back Up Google Workspace with a Third-Party Tool

Backing up Workspace with a provider like BackupVault takes just a few minutes:

1. Choose a provider – Select a Workspace-compatible backup vendor (e.g. BackupVault).
2. Connect your Workspace – Authorise via OAuth or Admin Console.
3. Set a backup schedule – Daily automated backups are best.
4. Select data types – Back up Gmail, Drive, Shared Drives, Contacts, and more.
5. Monitor and restore – Use a central dashboard to track jobs and recover data instantly.

Once set up, backups run automatically—freeing IT teams from manual exports and giving businesses peace of mind.

Why Businesses Prefer Third-Party Backup Tools

Native Google tools like Vault or Takeout provide retention and export options, but they aren’t designed for fast recovery or ongoing protection. This is where third-party solutions excel:

• Save time – Automation removes the burden of manual backups.
• Stay compliant – Demonstrate GDPR and ISO compliance with retention and reporting.
• Recover faster – Restore single files or mailboxes in seconds.
• Protect offboarding – Retain critical data when user accounts are deactivated.
• Control storage – Choose where data is kept, with options like UK-based data centres.

In short: Google’s tools help you keep data. Third-party tools help you get it back. That’s why IT leaders prefer third-party backup solutions for business continuity and compliance.

Try BackupVault Free

Protecting your Google Workspace data has never been more important. BackupVault provides secure, UK-based, automated backups for Gmail, Drive, Contacts, Calendars, and more, with instant restores, ransomware protection, and unlimited retention.

👉 Start your free trial today with Google Workspace Backup or explore our full range of cloud backup solutions.

Your business runs on Google Workspace. Make sure it’s protected.