Export data by organizational unit, group, or user

Looking to export all data? Go to Export all your organization's data.

Some organizations need to export only certain data from their user-generated content, and not the entire dataset.  For example, an organization may only need to export content generated by the sales department. Super administrators can use filters in the Data Export tool to export data from specific organizational units, groups, or users.

On this page

• Before you begin
• Export data by organizational unit
• Export data by group
• Export data by user
• View the details of filtered exports

Before you begin

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Requirements

To export your organization’s data with filtered Data Export, you must:

• Have your Google Workspace or Cloud Identity account for at least 30 days. If your organization's account was created less than 30 days ago, this requirement doesn't apply.
• Be a super administrator.
• Have 2-Step Verification turned on for your account (2-Step Verification enforcement isn't required). 2-Step Verification is required only for the admin who starts the export. To check if 2-Step Verification is turned on for your account, review your account's security settings.
  Tip: If you need to turn on 2-Step Verification, but don't want to turn it on for all users in your organization or organizational unit, first create a child organizational unit. Then move your account there and turn on 2-Step Verification.

Export features by Google Workspace edition

Your Google Workspace edition determines how many user data exports you can run.

Note: Advanced data exports only include data for users who use the Workspace editions Enterprise Plus, Google Workspace Assured Controls, Education Standard, or Teaching and Learning Upgrade.

	Enterprise Essentials Plus,  Enterprise Plus, Google Workspace Assured Controls, Education Standard,  Teaching and Learning Upgrade, Education Plus	All other Google Workspace editions
Number of simultaneous data exports, either by all your organization’s data (full export) or filtered data	2	1 full export and 1 single-user export OR 2 single-user exports
Ability to run a filtered data export for an  organizational unit,  group, or up to 100 users	Yes	No
Ability to run a filtered data export for a single user	Yes	Yes
Time interval between full data exports	None	30 days

 

Learn more about exporting all your organization’s data. 

Export notifications and timeline

• After you start an export, all super admins receive an email that a data export is pending. The export is available no earlier than 48 hours after you start the export. This waiting period helps provide more security for your organization's data.
• If your Google Account loses super admin privileges while an export you started is running, the export is automatically canceled. No data is exported and other super admins receive an email notification that the export was unsuccessful.
• Data export typically takes 72 hours but can take up to 14 days, depending on the size of your data export. All super-administrators in your organization receive an email when the process is complete and can view the export.
• After your export completes, you have 30 days to download your data from Cloud Storage. After 30 days, the data is permanently deleted.
• If you need to cancel an export, contact Google Support to stop it.

Data that isn't exported in a filtered Data Export

• Organizational units and groups added within the previous 24 hours may not be exported.

• Only data owned by users is exported.

  If data isn't owned by a user, such as a document in a shared drive, it isn't exported. For example, if a user creates a spreadsheet and stores it in their My Drive, the user owns the spreadsheet. But if the user creates a spreadsheet and moves it to a shared drive, the user no longer owns the spreadsheet. The data will not be exported.

  Features that are not owned by individual users include:

  • Chat Spaces and group direct messages
  • Sites
  • Shared drives
  • Secondary calendars

Export data by organizational unit

Supported editions for this feature: Enterprise Plus; Education Standard, Teaching and Learning Upgrade, and Education Plus; Enterprise Essentials Plus; Google Workspace Assured Controls.  Compare your edition

Only the direct members of the selected organizational unit are exported— not the sub organizational units. For example, a Finance organizational unit has two sub organizational units, Europe and Asia. If you select the Finance organizational unit, only the direct users under Finance are exported. The Europe and Asia organizational units are not exported. 

1. Sign in to your Google Admin console.

   Sign in using your administrator account (does not end in @gmail.com).

2. In the Admin console, in the right panel under Tools, click Data Export.

3. Click Start export.
4. Next to Name, enter a name for your export. 
5. Next to Scope, select Export specific dataselect Organization unit.
6. To add an organizational unit, click Add organizational unitmake your selectionclick Done.
7. (Optional) To remove an organizational unit, click Delete.
8. Click Start export.

Export data by group

Supported editions for this feature: Enterprise Plus; Education Standard, Teaching and Learning Upgrade, and Education Plus; Enterprise Essentials Plus; Google Workspace Assured Controls.  Compare your edition

1. Sign in to your Google Admin console.

   Sign in using your administrator account (does not end in @gmail.com).

2. In the Admin console, in the right panel under Tools, click Data Export.

3. Click Start export.
4. Next to Name, enter a name for your export. 
5. Next to Scope, select Export specific dataselect Groups.
6. To add a group, click Add groupsenter the name of the groupclick Done.
7. (Optional) To remove a group, click Delete.
8. Click Start export.

Export data by user

Your Google Workspace edition determines how many simultaneous user exports you can run:

	Enterprise Essentials Plus,  Enterprise Plus, Google Workspace Assured Controls, Education Standard,  Teaching and Learning Upgrade, Education Plus	Other Google Workspace editions
Number of users in a data export	Up to 100	1

 

1. Sign in to your Google Admin console.

   Sign in using your administrator account (does not end in @gmail.com).

2. In the Admin console, in the right panel under Tools, click Data Export.

3. Click Start export.
4. Next to Name, enter a name for your export. 
5. Choose one:
   1. If you have Enterprise Essentials Plus, Enterprise Plus,Google Workspace Assured Controls,Education Standard, Teaching and Learning Upgrade, or Education Plus—Next to Scope, select Export specific dataselect Users. You can export up to 100 users at a time.
   2. If you have any other Google Workspace edition—Next to Scope, select Export specific user data. 
6. To add a user, click Add userenter the user’s email address.
7. (Optional) To remove a user, click Delete
8. Click Start export.

 View the details of filtered exports

From the Data export table, you can open a detailed view that allows you to:  

• Review the scope of the export
• Check on the status of the export
• View the archive 
• Run a remediation if there is an export failure

1. Sign in to your Google Admin console.

   Sign in using your administrator account (does not end in @gmail.com).

2. In the Admin console, in the right panel under Tools, click Data Export.

3. In the Data export table, click the name of the export.
   The detail view opens.
4. Under Scope, you can see which group or organizational unit was exported.
5. Under Status, you can see if the export ran properly or if there were any problems: 
   • Failed—No data was exported
   • Errors—Some data is missing from the archive
   • Complete—All data was exported
6. To view the archive, click ActionsView Archive.
7. To run a remediation, click ActionsRemediate.

Related topics

• Export all your organization's data
• View and download exported data
• Retry errors in an export