Export your organization's Vault data

Organizations use Vault to control how long Google preserves user data for these G Suite core services.

Vault preserves user data based on the holds and retention rules your organization has put in place. Vault preserves this data even when users delete messages and files and empty their trash.

Leaving G Suite

If your organization decides to stop using Google products, a G Suite admin can export user data through the Data Export tool. This tool produces the data that your organization's users will need after you migrate to another provider.

Note that the Data Export tool doesn't include the user-deleted data that's being preserved by Vault. A Vault admin must use Vault to export the user-deleted messages and files that are being retained by holds and retention rules.

Export Gmail messages

  1. Sign in to Vault.
  2. Create a new matter or click on an existing matter.
  3. Click Search in the left pane, and then click Mail as the type of data to search.
  4. Choose All data as a source.
  5. Select Specific accounts as the search method. Enter up to 100 user accounts.
  6. Enter the label: ^deleted search operator in the Terms field limit the search to user-deleted messages.
  7. Check Exclude drafts.
  8. Click Search.
  9. From your list of search results, click Export results.
    1. Type a name for the export.
    2. Choose a data region.
    3. Choose either PST or mbox. You can also choose whether to include the contents of any confidential mode messages that might be included in your export.
  10. Click Start export.
  11. See Download data from Vault for next steps.

Export Drive data

  1. Sign in to Vault.
  2. Create a new matter or click on an existing matter.
  3. Click Search in the left pane, and then click Drive as the type of data to search.
  4. Choose All data as a source.
  5. Choose Specific accounts as the Search method:
    1. Enter up to 25 Vault users.
    2. Do not check the box to include results from Team Drives.
  6. Click Search.
  7. From your list of search results, click Export results.
    1. Type a name for the export.
    2. Choose a data region.
    3. Decide whether you want to include access level information for users with indirect access to files.
  8. Click Start export.
  9. See Download data from Vault for next steps.
Export Team Drive data
  1. Sign in to Vault.
  2. Create a new matter or click on an existing matter.
  3. Click Search in the left pane, and then click Drive as the type of data to search.
  4. Choose All data as a source.
  5. Choose Team Drives as the Search method:
    1. Click Find Team Drives and enter the user account for a member of the Team Drive you're looking for.
    2. Click the specific Team Drive.
    3. You can search for up to 25 Team Drives.
  6. Click Search.
  7. From your list of search results, click Export results.
    1. Type a name for the export.
    2. Choose a data region.
    3. Decide whether you want to include access level information for users with indirect access to files.
  8. Click Start export.
  9. See Download data from Vault for next steps.

Export Groups data

  1. Sign in to Vault.
  2. Create a new matter or click on an existing matter.
  3. Click Search in the left pane, and then click Groups as the type of data to search.
  4. Choose All data as a source.
  5. Enter one or more Groups separated by commas. You can search up to 50 Groups. The search fails if you don't specify at least one Group.
  6. Enter the label: ^deleted search operator in the Terms field limit the search to user-deleted messages.
  7. Click Search.
  8. From your list of search results, click Export results.
    1. Type a name for the export.
    2. Choose a data region.
    3. Choose either PST or mbox. You can also choose whether to include the contents of any confidential mode messages that might be included in your export.
  9. Click Start export.
  10. See Download data from Vault for next steps.

Export Hangouts Chat data

  1. Sign in to Vault.
  2. Create a new matter or click on an existing matter.
  3. Click Search in the left pane, and then click Hangouts Chat as the type of data to search.
  4. Choose All data as a source.
  5. Select a Search method:
    • Users—Enter up to 100 user accounts.
    • Organizational Unit—Search within a specific organizational unit. If you choose one with suborganizational units, all of the suborganizational units will be searched. The organizational unit must have fewer than 100 members.
  6. Do not check the box to include results from rooms​.
  7. Click Search.
  8. From your list of search results, click Export results.
    1. Type a name for the export.
    2. Choose a data region.
    3. Choose either PST or mbox
  9. Click Start export.
  10. See Download data from Vault for next steps.

Export Hangouts Chat Room data

  1. Sign in to Vault.
  2. Create a new matter or click on an existing matter.
  3. Click Search in the left pane, and then click Hangouts Chat as the type of data to search.
  4. Choose All data as a source.
  5. Select a Rooms as the search method:
    1. Enter a member of the room you’re looking for, then click the specific room.
  6. Check the box to include results from rooms​. Vault searches a room only if a searched account sent messages to the room.
  7. Click Search.
  8. From your list of search results, click Export results.
    1. Type a name for the export.
    2. Choose a data region.
    3. Choose either PST or mbox. 
  9. Click Start export.
  10. See Download data from Vault for next steps.
Download data from Vault

Large exports can take several hours to process. After an export has run for 24 hours, Vault stops the process and notes that the Export contains partial results. You can download the messages and files Vault was able to retrieve up to that point, along with a CSV file that lists the accounts that have not yet been exported.

Click Continue export to resume processing the export. Give the export a new name, and Vault will gather additional messages and files for another 24 hours. You can continue an export as many times as necessary to retrieve all of the messages and files that matched your query.

  1. After the export completes, click View completed files under the name of your export. If your export is complete and you don't see this link, refresh the page.
  2. Click Download next to a file to download it.
Note: Export files are available for 15 days, and then they're automatically deleted.

See how Vault exports work for more information about the contents of a Vault export.

Was this article helpful?
How can we improve it?