Archive and Restore

Quick Links – Overview | Archives Page | Account Level Restore | View Group Archives | User Profile Report | Manage User Settings

  • As soon as you initiate the backup, you can view the backed up data in the “Archives” page.

  • Click on “Archives & Restore” tab to view backed up data and other related settings of the backed up users as shown in the figure below

Archive users

Archive users

In Archive Users page, you can view the following details:

  • Backed up user names

  • Backed up user’s Gmail account status

  • Services backed up for each user

  • Storage quota used to backup for each user and adjust the storage quota as per the requirement

  • Recently backed up dates for each user

  • Backup status in terms of percentage

  • Scheduler to stop or reactivate the user backups

Single Instancing

  • Our Backup implements “Single Instancing” strategy for seamless backup and restore

  • Single instancing strategy retains only one copy of backed up content that is shared among multiple users, thus eliminating repeated backup of duplicate data copies of the same content.

  • This technique is implemented to improve the storage usage and backup efficiency.

  • For example, a document is shared with n number of users.

  • Backup of such shared document occurs only once, while the backup of the same document for the rest of the users will be considered as “file reference backup” (at the backend), thus eliminating the issue of repeated file storage.

  • However, every user who has shared that document will be able to find the backed up document/file in their archives page, thus enabling each user to restore or export individually whenever required.

Account Status

You can list the backed up users based on Google’s email account status via “Account Status” option. Choose any one option from drop down to filter the backed up users based on “Account Status” namely:

  • All

  • Enabled

  • Suspended

Archives - account status

Archives – account status

Main search

Filter user archives using any of the following options

  • Enter user email address

  • Choose the “Domain name” from the drop down, to view the archives of the specific domain


  • Scheduler lets you to stop or reactivate the user backups

  • Backup Scheduler has two options in drop down namely: “Active” and “Stop”

  • For example, say 50% of your backup is done and you wish to stop the backup abruptly

  • In such cases, you can choose the “Stop” option for a particular user, and this will halt the backup process

  • To initiate the backup process again, choose “Active” and this will start the backup schedule from the point where the backup was stopped

Archives - scheduled

Archives – scheduled


  • Progress field displays the backup status in terms of percentage.

  • When the numerical data is displayed as 0%, then it may represent following two scenarios;

  • Your data backup would have not started yet

  • You would have set retention policy for the backed up data as “one day”, and thus backed up data would have got deleted the next day, and thus there is no data available to backup

Archives - progress

Archives – progress

  • Clicking on numerical link will take you to the “User Profile Report” page, which displays quick backup summary of the chosen user.

Archives Page

Click on the “user” link to get navigated to the corresponding user’s “Archive” page as shown below.

Archives and Restore

Archives and Restore

Click the service tab to view the archived data of each service.

Restore Data

Restore button comes with three options as shown below.

Restore data

Restore data

  • Choose the data items selectively to restore data on random basis or you can perform bulk data restore by choosing the data at folder level

  • Select the data items to be restored, click on “Restore” button and choose “Selected Items” option

Restore selected items

Restore selected items

You can restore to the same email address or to a different user email address within your domain.

Note: Restoring data to a different user is termed as “Cross User Restore”.

Archives - new label to restore

Archives – new label to restore

  • During restore, check “Create new label for restore”; which creates a new folder (where folder name will be of the restore date) in the user account, where you are planning to restore.

  • And the selected data items to be restored get stored in that label.

  • This helps you to understand which data gets restored on what date.

Specify the email address and click on “Submit” button. A message box appears stating the restore status, click on “Restore Report” to view the detailed status.

Message box - restore report

Message box – restore report

Restore Report

Restore report details about “restore” history which includes the following:

  • Restored user email addresses

  • Details of the restored data

  • Restore status

Restore report

Restore report

Export Data

You can also export data similarly as shown below.

Export data

Export data

Choose the backed up data to be exported, click “Export” and choose “Selected Items” option.

Export - selected items

Export – selected items

A pop up message appears stating the export process status, click on “Archive Exports” link to view in detail about the export process.

Message box - archive exports

Message box – archive exports

Export Report
  • You will be navigated to “Export report” page, which displays history of export operations performed by the domain users

  • Click on “Download” button to export the data items to your local system

Export report

Export report


  • You can search for specific archived data by using “Date filter” option

  • Choose the “From” and “To” dates and click on “Apply” button as shown below

Date wise filter restore

Date wise filter restore

  • After choosing the date, click on “Filter” button to view the searched data

  • You can also search for specific data by entering the keywords in search textbox and click “Search” button

  • The searched data will appear as shown below

  • You can restore or export the searched item with the help of “Restore” and “Export” options respectively

Filter search results

Filter search results

View Menus:

“View Menus” option lists the following:

  • Account level restore

  • View export report

  • View restore report

View menus

View menus

Account Level Restore

Restore the entire user account back to the same user email address or to a different user email address with “Account level restore” option.

Go to View Menus —- > Account Level Restore; the screen appears as shown below.

Account level restore

Account level restore

  • Enter the email address to which you want restore

  • Select the services

  • Click on “Restore” button

  • A pop up message box appears stating the restore status as shown below.

Message box - account level restore report

Message box – account level restore report

Click on “Account Level Restore Report” link to view the report, and the report screen appears as shown below.

This report lists the user email addresses (both source and destination) of archived and restored accounts.

View account level restore report

View account level restore report

To view the restored account details, click on “View Report” button and a pop up window appears as shown below.

Account level restore report

Account level restore report

Apart from account level restore, “View Menus” option lets you to get navigated to export and restore reports as shown below.

View menus options

View menus options

View Exports Reports

In views menu, click “View Archive Exports”.

The list of users whose data are chosen for export gets displayed in “Archive Exports” report.

View Restore Report

In views menu, click “Restore Report” option to view the restored data and other related details.

View Group Archives

  • To view the backed up groups, click on “View Group Archives” button as shown in the figure below

  • In the “Group Archives” page, you can restore the archived groups using “Restore” button and navigate to “Archives & Restore” page using “View User Archives” button

View group archives

View group archives

Manage Group page lists all the backed up groups along with the following details:

  • Group email id

  • Group type

  • No of Group owners

  • Count of Group members

Manage groups

Manage groups

Click on “View” to take a look at the group member email addresses.

View groups

View groups

User Profile Report

User profile report displays a quick snapshot of the backup status and related settings at “User Level” in the form of tables and knob charts.

View group archives

View group archives

Click on “Profile” button to view the user backup summary details as shown below.

User profile report

User profile report

Backup Storage Status

Backup Storage Status table displays the storage details of the backed up services & item list, along with the last and next backup dates.

Daily Backup Status

Daily Backup Status lists the user backup storage details performed by the user in “First in First Out” order (i.e., you can find the details of the data that is backed up initially in the first folder). Hover the mouse on the folder to view the backed up data details.

Daily Backup Count

Displays the backed up service data count for the user along with the respective dates.

Manage User Settings

To modify the backed up user settings, click on “Manage User Settings” button and you will be navigated to user backup settings page.

You can modify the following:


  • Turn ON or OFF the Google apps services to/from backup respectively


  • Exclude the unwanted data backup by excluding trash and spam folders

  • Specify the number of document revisions to be backed up

  • “Archived Content Visibility” option lets you to decide administrator access to view the archived data of domain users

  • ON option – Archived data of Administrator account alone will be visible to the Administrator

  • OFF option – Archived data of the Administrator account along with all other domain users becomes visible to the Administrator

  • Control the scope of drive backup by choosing the option “Owned by Me” to back up the documents that are owned by you alone, or choose “Shared with me” to back up all the documents which includes both owned and shared documents

User settings

User settings

Storage and Retention

  • Set the backup storage limit per user.

  • You can either choose “Unlimited” or create the storage limit in MB or GB or TB.

  • Define the retention period for emails, document and calendars.

  • Choose unlimited option to retain the backed up data in AWS cloud forever or specify the time limit in terms of days or months or years; which will delete the backed up data as per the time limit on incremental basis.

Backup Now

“Backup now” option lets you to perform instant on demand backup for a specific user.

Clicking on the “Backup Now” option will open a pop up window as shown below.

Backup now

Backup now

  • Choose the services to be backed up

  • Click on “Backup Now” button and this does instant backup of the chosen service for a specific user

  • The operational process of “Backup now” feature is regardless of auto backup scheduler (where the backup occurs in two schedules every day)

  • Whenever you want to backup any user specific data instantly apart from the regular backup schedule, you can make use of “Backup Now” option

  • Click on “Backup Now”, the backup occurs in a normal pattern; it begins from the point where the backup was paused and backs up new or updated data of the domain user

  • Additionally, the backup occurs based on the retention period settings for the chosen user

  • However, the deletion of data on incremental basis as per the retention settings will not be applicable with “Backup Now” feature