Filter exports of your organization's data

Supported editions for this feature: EnterpriseGoogle Workspace Assured Controls.  Compare your edition

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

Some organizations need granular control when exporting their user-generated data. Instead of a complete dataset, these organizations need a subset of user content, such as content generated from the sales department. With filtered Data Export, super administrators can select the organizational unit or group to export data from. 

Before you begin

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 (2SV) turned on for your account (2SV enforcement isn't required). 2SV is required only for the admin who starts the export. To check if 2SV is turned on for your account, review your account's security settings.
    Tip: If you need to turn on 2SV, 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 2SV.
  • You can have only one export running at a time.
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 additional 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.
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 service 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
    • Sites
    • Shared drives
    • Secondary calendars

Export data by organizational unit

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 dataand thenselect Organization unit from the drop-down menu.
  6. To add an organizational unit, click Add organizational unitsand thenmake your selectionand thenclick Done.
  7. (Optional) To remove an organizational unit, click Delete "".
  8. Click Start export.

Export data by group

  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 dataand thenselect Groups from the drop-down menu.
  6. To add a group, click Add groupsand thenenter the name of the groupand thenclick Done.
  7. (Optional) To remove a group, 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 in case of 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 Actionsand thenView Archive.
  7. To run a remediation, click Actionsand thenRemediate.

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