Primarily, Google Forms is designed for individual users, i.e., owners. That’s why submission notifications are only sent to the email address of the form creator or editor. The reason behind this is that Google thinks that the Form responses will be reviewed inside the connected Google Sheets file rather than distributed.

This reason created a gap for teams and businesses. Where multiple people, like HR staff, sales teams, or support agents. They also need the form submission for their work. But, because only single users have access, the response will slow down and cause missed follow-ups. Also, Google Forms doesn’t offer role-based notification controls. It means you cannot notify specific users without granting them edit access.

Why Need Multiple Email Notifications

When a team collaborated or in organizations. Data is often shared with the senior team leader. Similarly, Google Form responses can also be moved to other recipients so that they can review or act upon on more than one person. Below are the common use cases where you need to send Google Form responses to multiple email addresses.

• Customer support and helpdesk forms are often shared with multiple agents or teams to ensure faster response times and issue tracking.
• Job applications, employee feedback, and internal requests that involve HR personnel, hiring managers, and department heads. For this, it is necessary to send the notifications to multiple recipients.
• Sales and leads are important pieces of information that sales representatives, managers, and CRM administrators need. When the leads are submitted, many peoples wants this information.
• Multiple faculty members or administrative staff required admission forms, student registration, and feedback.
• Event coordinators, marketing teams, and operations staff needed the information for new registration or survey responses.
• Internal business workflows require notifications, approval requests, asset access forms, and internal reporting forms to multiple stakeholders across the department.

These are the common scenarios where multiple users need Google Form responses.

Use Google Workspace Addon to Send Responses

The easiest way to send Google Form responses to multiple email addresses is the add-on that you can get from the Google Workspace Marketplace.

1. In the Google Form, click more option (three dots) near your profile.
2. Select the Get add-ons button and then find Email notifications for Google Forms.
3. Download and install the add-on and run it.
4. Create a notification rule. Add multiple email addresses in the TO recipient box (write the email IDs separated by commas).
5. Lastly, customize the email template and save it.

Submit Responses By Linking Google Sheets

If you don’t want to use add-ins to send Google Form responses, then you can use the linked Google Sheets.

1. First, choose your form and access the response section to link it to the Sheet.
2. Link the form to the existing or new spreadsheet.
3. Now, share the Google Sheet with team members who need to be informed.
4. In the Tools section. Click on the Notification settings button.
5. Go to your Google form to access the form.
6. Select the Form and click on the Response button.
7. Hit the Link to the sheets from the Response section.
8. Either choose create a new spreadsheet or select the existing spreadsheet option.
9. After that, share the sheet with other Team members by clicking the Share button.
10. Add the recipient’s email address and click the Send button.

Set Notifical Rules to Alert You to New Responses

From the above steps, you linked your Google Sheets with the Form, but to receive the email alerts on new form submissions, you have to set up notification rules.

1. First, open the Google Sheet where your forms are linked.
2. Click on the Tools and then Notification settings.
3. Press Edit notifications and then choose Notify me when A user submits a form and Notify me with Email-right away or Email-daily digest.
4. Click on the Save button to activate it.

Google also offers you conditional notifications in Google Sheets. Choose Tools and then Conditional notifications. Create rules to notify up to 10 people at once.

Google Apps Script to Submit Form Responses

If you use Google Apps script then you can send the responses to your teams. For this, you have to use MailApp.sendEmail or GmailApp.sendEmail with a comma-separated string of email addresses.

1. First, set up an Installable Trigger by clicking the Trigger icon (clock) on the Apps Acript editor.
2. Press + Add Trigger, then select the sendFormResponses function.
3. Set the Form spreadsheet as the event source, and the event type is on form submit.
4. Click Save and then use the script below.
5. function sendFormResponses(e) {
// 1. Define your list of recipients (comma-separated)
const recipients = "email1@example.com, email2@example.com, email3@example.com";// 2. Get form data from the event object 'e'
const responses = e.values;
const timestamp = responses[0];
const respondentName = responses[1]; // Adjust index based on your form question order// 3. Create the email content
const subject = "New Form Submission from " + respondentName;
const body = "A new response has been received at " + timestamp + ".\n\n" +
"Summary of responses:\n" +
responses.join("\n"); // Joins all answers into a vertical list// 4. Send the email to multiple recipients
MailApp.sendEmail(recipients, subject, body);
}

Common Problems When Adding Multiple Email IDs to Send Google Form Submission

From the above methods, you can easily enable notifications in Google Forms for multiple users. But, doing this, you may face several issues, like.

• When you use Google Sheets notification rules, sometimes the notification emails arrive late or not at all. This caused missed responses in your workflows.
• Some chances from submission emails may land in spam or promotional folders, particularly when they are sent repeatedly or forwarded. So, you may not get the real-time alerts.
• As the number of recipients increases, choosing who receives notifications becomes difficult. Which you have to manually update whenever a new team members added.
• There is no option that different Google orms responses send to different people. Every recipient will receive the same responses.
• some user want to receive email alerts without adding them as an editor. However, Google Dorms does not provide the option of read-only or notification-only roles.
• If the Linked Google sheets is renames, deleted, or modified. Your manual notification setups can stop working.

The reason these problems occur because Gogle Form is mainly designed for basic data collection, not advanced notification workflows. Which can make your work harder.

Why Google Forms Is Not Enough

Google Forms is used for simple data collection. But in an organization, the workflows are complex, which makes it short for built-in notification and access control. But you need more than just email alerts. They need visibility, control, and long-term management of form response data.

In some situations, like multiple teams or departments needing access to form responses, responses must be centralized due to high submission volumes, etc., and only email notification is not enough. Teams also need to collect, organize, and manage Google Form response files at scale. When it comes to these, a professional tool like SysTools Google Drive Migration Tool will be very helpful.

Download Now Purchase Now

Conclusion

When you want to send Google Form responses to multiple email addresses. Read this blog, where I have provided all the methods to help you submit your responses to bulk recipients. You may get issues using them. So, be careful. If you want to completely organize the form responses, try the software.

The post How to Send Google Form Responses to Multiple Email Addresses? appeared first on A Complete How to Guide - Get Solution to Your Queries.

But our experts suggested that you can move your data from one account to another as a solution to combining your accounts. To know how it is done, this guide will explain what you can do or not, ways to merge Google accounts, and how to handle your data during the process.

Table of Content

• Preparations to Merge Two Google Accounts
• Procedure to Merge Two Gmail Accounts
• Join Google Drive Data
• How to Merge Two Google Calendars?
• Merge Two Google Contacts into One
• How to Merge Two Google Accounts’ Contact Lists on a Mobile?
• Issues from Manually Merging Google Accounts
• Expert Way to Combine Two Google Accounts
• Working Steps of the Software
• Conclusion

Those who have two or more Google accounts and need to combine them may have difficulty doing so. Because in Google, there is no manual way to merge your accounts. The reason is that Google considers individual accounts as a separate identity. Where you create a unique email address for each account, set independent security settings, and separate ownership of data and services.

So, what do you do if you can’t officially merge? The best option for you is to move all or specific data between the Google accounts. This way, you can get your important data to your desired account and delete the other one. But it is not an easy task. You must do preparations for the procedure.

Preparations to Merge Two Google Accounts

Here is a list of checks that you need to ensure before beginning the actual task:

• First, decide which type of merger you want: combine two accounts into one, or merge two Google Workspace addresses into a new third account.
• You must own the account credentials for all the accounts that you are about to join. Make sure you have proper admin rights or permission to perform the procedure.
• Check the amount of data present inside the source account. Then look at the storage available within the destination. Avoid the merge if you don’t have enough space, as most likely you plan to use the destination account in the future. If it fills up, you risk facing a Gmail running out of space issue.
• There can be an issue like suspension of all emails sent/received on Gmail, data storage on Google Drive, with similar limitations on the rest of Google services. To avoid it, upgrade your existing plan to eliminate overflow issues.
• Build a backup for both the source and the destination. The account joining is done to consolidate data in a single place. If, by chance, during the merging, some unfortunate event occurs, users may end up losing their critical data.

After the preparations, we can move on to the main task. Users have to do the process for each Google application one by one. It’s better to deal with Gmail first, so that’s where we start.

Procedure to Merge Two Gmail Accounts

1. Log in to your Gmail account, in which you are going to move your source emails. Go to Gmail Settings.
   
2. Click the Accounts and Import tab. Under Import mail and contacts, click Import mail and contacts.
   
3. In the new window, enter the email address you want to import from and click Continue.
4. Sign in to your other email account to authorize the import.
5. Confirm the import options (contacts, mail, and new mail for 30 days) or deselect unwanted options, then click Start Import.
6. Wait for the import to complete, which may take a few hours to a few days, depending on inbox size. All your old emails will appear in your new Gmail inbox.

Join Google Drive Data

1. Open Google Drive. Then, click the file/folder from which you want to move.
2. Hold the Ctrl key while clicking on the files/folders to select them all.
3. Then hit the share icon or press Ctrl  + Alt + A keys together to open the sharing module.
4. In the Share box, you will find a list of accounts.
5. Remove access from every other account except the destination.
6. Give the destination Editor level access, then you will see the Transfer ownership option appear on the same window.
7. With this, the destination user account has the authority to control or edit the files.
   

Note that in the case of nested folders/items within folders, repeat the above process separately for each folder. Google Drive treats them as individual items.

How to Merge Two Google Calendars?

1. Log in to the source Google account and from the candy box menu, select the calendar app.
2. In the main calendar page, click on the gear icon, then select the See all settings option.
3. Use the navigation pane on your left to open the Import & export section.
4. Click on Export and Save the ical (compressed zip) file in an appropriate location.
5. You will get the ZIP file, extract it to have your calendars.
6. Go to the destination account, navigate to the settings.
7. Click on the Import & export. Select a file from your computer
8. Browse your calendar and press the Import option.
   

Merge Two Google Contacts into One

For contact mergers, the following set of manual steps is valid:

Stage 1: Fetch the Source Contacts

1. Open the Contacts App on your browser
2. Click on the Export button, which is a small upward-pointing arrow in the top right corner.
3. In the Export box, don’t change the default options; just click Export.
4. Within the Save as window, select an appropriate location and save the CSV file.

Stage 2: Upload Contacts in the Destination

1. Reopen the Contacts App on your browser this time with the destination Google Account credentials.
2. If you have a new account with no contacts, then you can see a blue Import Contacts button on the main screen itself.
3. Otherwise, from the left-hand pane, select the Import option.
4. It opens an Import popup. Click the Select file button. Browse and choose the CSV you downloaded in the previous stage.
5. Then hit Import.
6. Wait for the contacts to appear in the target account.

If you plan to retain the source account. Then there is a different way to transfer Google Contacts to another account, instead of the export-import. You can simply log in to both your Google accounts on a mobile device and sync the contacts there.

How to Merge Two Google Accounts’ Contact Lists on a Mobile?

1. Open the Google Contacts app in mobile. Click on the organize Button.
2. Select Settings, then Google Contacts sync settings.
3. Choose the Source account.
4. See if your contacts are in sync or not. If the latter is true, start the sync immediately. By tapping the Status and toggling the Syn button on the Next screen.
5. Go back and tap the Also sync device contacts option.
6. Then toggle the Automatically Back up and sync device contacts button.
7. From the popup select the destination account.
8. Go back and verify the status of the Also sync device contacts option, and monitor the account to which the syncing is happening.

From these workarounds, it becomes much easier to merge your two Google accounts. But it also causes you many problems, like

Issues from Manually Merging Google Accounts

• You have to manually merge two Google services one by one, like Gmail, Google Drive, and Google Contacts.
• A lot of time will be taken to combine the data items. It can take even days.
• During the process, you may lose some of your data as everything is handled by humans. As a result, you may face human errors.

These are the biggest issues when you perform manual merging. Therefore, mostly professional use the professional for joining their two Google accounts.

Expert Way to Combine Two Google Accounts

To securely merge all your data, using the SysTools G Suite Merger software can be very helpful. With you few clicks, you can join your data into one account without any issues. By keeping security in mind, they pay more attention during the merging procedure, which keeps the content and formatting intact. So, download its demo version and see how it works.

Download Now Purchase Now

Working Steps of the Software

1. After installing the software, choose G Suite as the source and document sections.
   
2. Choose the workload selection to select which data you want to combine.
   
3. Click on the Date Filter to combine selective data.
4. Provide the required details of both the source and destination accounts.
   
5. Add the users and then click on Start Migration.
   

Conclusion

In this tutorial, I have described a step-by-step guide on how to merge two Google accounts. Due to a lack of a native merge option, I have provided ways to individually combine your data from Google services. I also provided a professional method if you are having problems with manually merging them.

The post Merge Two Google Accounts With Proper Working Steps appeared first on A Complete How to Guide - Get Solution to Your Queries.

Just like Google, Microsoft 365 also has Groups features for collaborating through Outlook and Teams. It is a replacement of G Suite distribution list. However, it is not possible to directly transfer your Google Group data to Microsoft. Because of one wrong move, you may miss your members, lose group emails, or the communication flows will break.

Don’t worry, I will help you in this process. But, before that, you need to decide whether you want to retain your Google Group access after migration or deactivate the Google Workspace and move the data to Microsoft 365.

What Data Will Migrate from Google Groups to Office 365?

Many of you have a question about what Group data you migrated. This is a common query, and it is important to know what you can successfully migrate or what requires more handling. To understand this, you have to know how Google Groups will migrate to Microsoft 365.

Usually, when you say you want to migrate the Google Groups. It means that you are recreating the Grousp in Microsoft 365 as Office 365 groups or Distribution lists. Whichever method you use, you can transfer this data.

• Group email address
• Group members
• Group owners or managers
• Partial Group permissions
• According to the method Group conversations or emails
• Some attachments

By understanding this, you can decide which data you most need and which you do not. Now, let’s go to the methods to migrate Google Groups to Office 365.

Manually Add Google Groups to Office 365

Migrating the Google Groups to Microsoft 365 is not a quick method. You have to first export the Google Groups data, convert it to Office 365, and then move to the Microsoft 365 Groups. This is a lengthy process, so I am going to divide it into 3 phases for you. The first one is to store your Google Groups Data

Phase 1: Export Google Group Data

Here, I am going to use Google’s proprietary Data Export mechanism to pull data out from Google Groups.

1. As a Google Admin, go to the Admin console.
2. Menu > Data > Data import & export > Data Export.
3. Click “Set up new export.”
4. Give your export a name and choose “Export all user data for the entire organization.”
5. Deselect all and only choose Google Groups from the service list.
6. Set your date range, choose “Google-provided Cloud bucket” for the destination, and pick your region (United States, Europe, or No preference).
7. Then, click “Start export.”
   
8. After the export is complete, check the email notification for a link or go to the Admin console (Data > Data import & export > Data Export) and click the export name. Then, under Actions, choose “View Archive”.
9. Now, visit the Cloud Storage UI (remember to use the same account admin credentials you used for the export), find the root folder. It contains a zip file(or tgz) with your Google Groups data.
10. Extract the Group Data ZIP file and then check that everything is downloaded.
11. If you want, you can save the file to another location.

Phase 2: Convert Exported Data to Acceptable Format

There are 3 distinct parts within the unzipped folder:

• Group information (CSV) – name, description.
• Group memberships (CSV) – each member’s email and role.
• Group posts (MBOX) – all the discussion threads.

As the data is in an MBOX file, you can not deposit it in the M365 platform directly. You have to convert MBOX into PST. Then, you will be able to move it to Office 365.

Phase 3: Add Converted Data to Microsoft 365

You need PowerShell cmdlets to move the file to the Microsoft Provision Groups & Members (PowerShell).

1. Transform Google CSV → PS objects
   $raw = Import‑Csv “C:\Takeout\Group information.csv”
   $groups = $raw | Select‑Object `
   @{Name=’DisplayName’; Expression={$_. ‘Group name’}}, `
   @{Name=’Alias’; Expression={(($_.’Group email address’) -split ‘@’)[0]}}, `
   @{Name=’EmailAddresses’; Expression={ ($_.Alias + “@groups.yourdomain.com”) }}, `
   @{Name=’Description’; Expression={$_. ‘Group description’}}, `
   @{Name=’AccessType’; Expression={‘Private’}}
2. Create Groups
   Connect‑ExchangeOnline -ShowBanner:$false
   foreach ($g in $groups) {
   New‑UnifiedGroup `
   -DisplayName $g.DisplayName `
   -Alias $g.Alias `
   -EmailAddresses $g.EmailAddresses `
   -AccessType $g.AccessType `
   -Description $g.Description
   }
3. Import & Add Members/Owners
   $members = Import‑Csv “C:\Takeout\Group memberships.csv”
   foreach ($m in $members) {
   Add‑UnifiedGroupLinks -Identity $m.GroupName -LinkType Members -Links $m.MemberEmail
   if ($m.Role -eq ‘OWNER’) {
   Add‑UnifiedGroupLinks -Identity $m.GroupName -LinkType Owners -Links $m.MemberEmail
   }
   }Disconnect‑ExchangeOnline -Confirm:$false
   Then, Import PSTs into Group Mailboxes
   • Assign Import Role
     Connect‑ExchangeOnline
     Add‑RoleGroupMember -Identity “Organization Management” -Member youradmin@yourdomain.com
     Disconnect‑ExchangeOnline
   • Upload PSTs: Get the SAS URL from Compliance → Information governance → Import → Network upload.
     With AzCopy:
     C:\AzCopy\azcopy.exe copy “C:\PSTs\*.pst” “<Your‑SAS‑URL>” –recursive
   • Create & Run Import Job: In the Compliance portal, + New import job → Network upload.
4. Upload your mapping CSV:
   Workload, FilePath, Name, Mailbox
   Exchange, C:\PSTs\Marketing Team.pst,MarketingTeam,marketing-team@groups.yourdomain.com
   Exchange,C:\PSTs\IT All Hands.pst,ITAllHands,it-allhands@groups.yourdomain.com
5. Finally, submit the job and start working.

If you already created Microsoft 365 Groups and want to move the emails from the Google Groups. Then, you can use this next method.

Transfer Google Groups Emails to Office 365 Groups

In this, ask your Google Group members to forward their emails to the newly created Microsoft 365 Group. This option allows you to resend the email not migrated, or it applies to very small groups.

1. Start by creating the Microsoft 365 Group and copying the email address.
2. Request each member of the Google Group to forward their group messages to the newly created Office 365 Group email.
3. Configure the Outlook rules by following these steps.
   • Go to Settings (gear icon) > View all Outlook settings > Mail > Rules.
   • Add a new rule.
   • Name it.
   • Then, set a condition (e.g., “Subject includes”).
   • Set the action: “Forward to” [Microsoft 365 Group address].
   • Save.
4. After that, repeat this process for every message and discussion thread.

Drawbacks of the Above Methods

You have seen the manual methods. Now you must also know the limitations of using them.

• There is a high risk of data loss. Whichever manual method you use, some Group conversations, attachments, and threading may not properly migrate.
• The option is lengthy, so it takes time to export, convert, and import your data, which makes it time-consuming.
• When using a PowerShell script and a compliance portal, you may need technical expertise.
• It is not possible to migrate hundreds of Google Groups to Office 365.

So, you may get several challenges in using the manual method. Creating a group of the same members in Microsoft 365 is easy. But the data that you have shared in the Google Group with Office 365 is a tricky process. For this, I have a brilliant method for you.

Move Google Group Shared Data to Microsoft 365

When it comes to transferring the data that is shared in the Google Groups. Use the SysTools Google Workspace to Microsoft 365 Migrator. A professional tool that can easily migrate all your resources into the Microsoft environment. This is a great software that can easily move all your emails, contacts, calendars, and documents to Office 365 with proper permission.

Download Now Purchase Now

Conclusion

In this post, I have explained ways migrate Google Groups to Office 365 groups. Here, I have provided a lengthy manual process to move your groups. Along with it, provided a way to move your Google Group emails to already created Microsoft 365 Groups. They are simple and free, but also contain limitations which I have mentioned properly. Lastly, I have mentioned a software that can help you move your shared Google Group data without any issues.

The post Migrate Google Groups to Office 365 (Emails, Members & Permissions) appeared first on A Complete How to Guide - Get Solution to Your Queries.

Let’s explore:

• Why Export All Files from Google Drive?
• How to Export Step by Step
  • Method 1. Manual Download via Google Drive Web
  • Method 2. Use Google Drive for Desktop
  • Method 3. Google Takeout
  • Method 4. Google Workspace’s Native Tools
  • Method 5. Export Using Automated Tool
• Best Practices I Follow Before Exporting
• Author’s Verdict
• People Also Ask

Why Export All Files from Google Drive?

Here’s why I usually need to export files:

• Transfer G Suite to another account
• To back up important documents locally
• To create offline access during travel or poor connectivity
• Transfer files from Google Drive to OneDrive

How to Export Files from Google Drive Step by Step

When I needed to export Google Drive files, I researched and found five solutions which worked for me. Here’re all of them, with step-by-step instructions which I followed: 

Method 1. Manual Download via Google Drive Web

This solution is recommended in Google’s official Drive download help article. I read this guide, and here are the steps:

1. Open drive.google.com.
2. Log in to the Google account.
3. Press Ctrl + A (Windows) or Cmd + A (Mac) to select everything in My Drive.
4. Click the three-dot menu > Download.
5. Google will compress all files into a .zip file and begin the download.

Method 2. Use Google Drive for Desktop to Export All Files from Google Drive

If you are using Google Drive for Desktop, then it could help to export files from Google Drive by following these steps:

1. Download Google Drive for Desktop for Windows or macOS.
2. Install and log in with your Google Account.
3. Select Preferences > Settings > Google Drive.
4. Choose Mirror Files instead of Stream.
   • Mirror: Files are stored both locally and in the cloud.
5. Google begins syncing all Drive content to your local hard drive.
6. Access the mirrored Google Drive folder on your computer.
7. Copy/move/export files directly from this local folder.

Method 3. Google Takeout

• Open myaccount.google.com.

• Select Data & Privacy.

• Then scroll down and see Download or Delete Your Data.

• Download your data (Google Takeout).

• Click Deselect All.

• Scroll and check Google Drive.

• Expand “Drive” and:
  • Choose All files/folders or select specific folders.
  • Decide file format conversions, e.g., .docx, .pdf, etc.
  • Enable advanced options like previous versions and folder metadata.
• Click Next Step.
• Choose:
  • Delivery method: Email download link, Drive, Dropbox, Box, OneDrive.
  • Frequency: Once or every 2 months for 1 year.
  • File type: .zip or .tgz.
  • Max file size per archive: 1GB–50GB.

• Click Create Export to export all files from Google Drive.

• Wait for an email download link. Large exports may take hours/days.

Method 4. Export Files from Google Drive Via Google Workspace’s Native Tool

#Option 1. Google Data Export Tool

If you’re a Google Workspace admin, this guide from Google outlines exactly how to use the Admin Console to export user data securely:

1. Must be a super admin in your Google Workspace account.
2. Open Admin Console > Data Export.
3. Requirements:
   • < 1,000 users
   • 2FA enabled
   • Google Cloud enabled
4. Start export. Google preps data and gives you 30 days to download it.

#Option 2. Storage Transfer Service

1. Used to migrate data between storage services or to Google Cloud buckets.
2. Good for backups to third-party storage with better download tools.
3. Charges may apply for advanced transfers.

Method 5. Export All Files from Google Drive Simultaneously

While Google offers native options like Takeout and Drive for Desktop to export files from Google Drive, I’ve found that automated solutions can be more efficient and offer multiple features, including selective folder backups, version retention, and more. One such tool I’ve used and recommend is the SysTools Google Drive Backup Tool.

Why I consider this option:

• You can back up specific files, folders, or shared content.
• Export documents as EML, PST, MSG, MBOX, and other formats in just a few clicks.
• Your exported files maintain their original structure and retain metadata like timestamps and file types.
• Using its Delta Backup option, one can backup only recently arrived data.

How I Use It to Export Files from Google Drive

• Step 1. Launch the tool after installation.

• Step 2. Sign in with your Google account and authenticate access.

• Step 3. Select the file types to back up.

• Step 4. Choose a local folder to save the files.

• Step 5. Click Start to begin the backup.

Best Practices I Follow Before Exporting

• Clean up unnecessary files to reduce export time
• Rename folders for easier identification post-export
• Check shared file permissions, and make sure you have access
• Use a stable internet connection while downloading/exporting

Author’s Verdict

Exporting files from Google Drive isn’t hard, but it depends on the methods you choose. I have already tried many solutions to export files from Google Drive, and among them, which I found best I explained in this guide. All of them are tested by me, so you can opt for any without confusion.  

People Also Ask

• Is it possible to share multiple files from Google Drive at once?

Yes, you can move multiple files from one Google Drive to another account, but you must have permission to do so in every folder.

• How to assign permission while sharing any file on Google Drive?

Follow the steps mentioned below:
Step 1: Right-click on the file that you want to share
Step 2: Click on the Share option
Step 3: Then, enter the email address with which you want to share data
Step 4: Click on the Edit icon drop-down right beside the email address field
Step 5: Choose the permission you want to grant between Can Edit, Can Comment, and Can View
Step 6: At last, click on the Done button

• How to export files from the Trash folder of Google Drive?

If you want to move files from the Trash folder directly, then it is not possible. You first need to restore all deleted items. 

• Is it possible to export files from Google Drive to multiple accounts?

Yes, you can easily transfer multiple files from one drive to another account at once. You just need to enter the email addresses of the respective accounts in the given field.

• Can I export Google Docs as Word files?

Yes. Open the document, select the File option, and then click on Download, then Microsoft Word (.docx).

• Does Google Takeout include shared files?

Only if they’re added to My Drive and you have download access.

• Is there a size limit for exporting files?

Each archive file created via Google Takeout can be up to 50GB or 2GB per .zip part. Larger exports are split.

• Can I schedule regular exports?

Yes, Google Takeout allows automatic exports every two months for up to a year.

The post How to Export Files from Google Drive Without Losing Data? appeared first on A Complete How to Guide - Get Solution to Your Queries.

In corporate companies, the procedure of employee termination is a huge task. From documentation of performance and other tasks to the finalization. Between the procedure, securing their Google account is an important step. If you neglect this, then the company may have to face a huge loss in the form of a data breach. Other than preventing breaches, securing the account also helps in many situations.

Reasons to Secure Google Workspace Offboarding Accounts

• Saving the data of an ex-employee in a secure place helps to prevent the access of unauthorised users and stop them from misusing the data.
• Sensitive company and client data are often saved in My Drive rather than Shared Drive to prevent leaks of financial, HR, and customer information.
• There comes a time when they want the ex-employee data. So, by backing up their account, you can easily retain the data anytime.
• Most industries need long-term email or file retention to help in maintaining audit trails.

These are the common factors where a company has to secure its Google account for an offboarding employee.

Google Workspace Employee Leaving Checklist

Before you go through the methods to secure the terminated employee’s account. It is necessary to understand the checklist for employee offboarding.

1. First, suspend the user account of the ex-employee. This is because deleting the account leads to the removal of all their Gmail, Drive, and other Workspace data permanently.
2. The employee still has the credentials for their account. So, reset the Google account so that they don’t log back into the account.
3. Move the data of the employee from My Drive to the Shared or Manager Drive. This is because the employees mostly store their data in the My Drive. You will lose the Drive data when you remove the account.
4. Important emails, contacts, and calendar data are still in the employee’s Gmail. So, export them to a safe place.
5. If the employee handles the organization-level resource, transfer the ownership to another employee. So, the work will run smoothly.
6. After safely exporting and migrating the users’ data. Now, carefully delete the employee’s account.

These are the practical steps that you use when an employee leaves, and you have to close their G Suite account.

Secure Ex-Employee Account By Migrating Their G Suite Data

Data is the most crucial thing for any organization. Each employee’s data may come in use, even after the employee leaves the organization. The data they have collected can be of use in the future. That’s why many organizations transfer the data to another account for safekeeping. Generally, there are two methods for the migration:

• Using Google Data Migration Service
• Using the Professional Migration Tool

I will properly explain these methods with clear steps.

Migrate G Suite Data Using Data Migration Service

This is the migration platform that Google Workspace (G Suite) Admins can use to transfer data from one account to another account or domain. It is free to use, but the method requires high technical knowledge for the migration. Additionally, using this method, it is not possible to transfer emails, contacts, and calendars at the same time.

1. Go to Google Admin Console and log in using Admin credentials.
2. Now, from the Menu, choose the Data option. Then, click Data import & export button. Select the Data Migration (New).
3. Choose the Email option and then Google Workspace as the migration source.
4. Apply a filter by the selective migration start date and migration options. Also, select the migration options to migrate a particular mailbox >> select user
5. In the data migration window, there are two options for mapping: Add User and Bulk Upload CSV
6. Add User: This option is used to transfer single-user account data. Enter the source user email ID, and in the next field, provide its password.
7. Bulk Upload CSV Option – Create a CSV file and enter the Google Workspace Email (destination account), Source Email id, and Password. Provide the above details for each user account.
8. After you click on the Start button, the migration of G Suite data will begin.

This method is free, but if you want to move other types of data like contacts, calendar, and Drive. Then, you can use the professional tool.

Transfer Ex Employee Data Using Professional Software

The professional tool is a much easier and safer way to migrate the G Suite data of multiple employees. SysTools G Suite to G Suite Migration Tool is one of the best software tools that can easily move your emails, contacts, calendars, and other Drive data. With this, you can easily move complete data with the proper permission levels. Download the software for Windows and Linux operating systems, and below are the steps.

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Working of Professional Solution

1. After downloading the tool, run the tool on Windows 10/Server 2012/2016.
2. From the Source and Destination tab, choose “G Suite” in both.
   
3. To secure a complete G Suite account, select all categories and filtering options for migration.
   
4. In the Source tab, enter the Admin Id, and Application id for G Suite as Source. After that, click on the validate button to authenticate the project settings.
   
5. For the Destination tab, again enter Admin Id, Application id for G Suite as Destination, & validate it also.
   
6. Choose the Fetch User option or the Import CSV option for mapping source and destination Ids.
7. After validation is finished, click on the Start Migration button to begin the process.
   

Here are the ways to migrate your Google Workspace, leaving employee data. But is migration the only way to secure the terminated employee account?

Should You Delete, Archive, or Suspend Ex-Employee Account?

When an employee leaves, organizations have three options left: Suspend, Archive, or Delete the account. These options sound the same. But they have different purposes, and using them incorrectly can lead to data loss, security issues, or unnecessary licensing costs. To help you, I am going to explain their roles and when you should need it.

Suspend the Account (First Step of Employee Offboarding Checklist)

When you don’t want to delete the account, but it blocks the user from logging in. Then, you can use suspension. This will keep all your data intact, retain the license, and only allow admins to access and transfer the data.

It is best used when you have to immediately remove the accesss, protect the security while offboarding, and other cases where you still require the data. Therefore, it is the safest first action when an employee leaves. As it freezes the user account, the admin can take a backup of their emails, transfer files, and review the activity logs.

Archive the Account

It is simple. Here you are moving the user data to another safe account. It is best used when you have to retain long-term data for legal and HR, keep the mailbox or drive data without active login, and if you want to reduce the license cost. It is better than deleting the account because it is cheaper, safer, and required for industries with retention policies.

Delete Account (Only After Taking Data Backup)

This option is last after transfer drive ownership, backup email, apply vault retention, confirm admin, and Team approval. As you can see, this option removes Gmail, Drive, Calendar, and Contacts permanently. Your account frees up the paid license and cannot be undone after 20 days.

Conclusion

Securing your organizational data is a top priority. It is the duty of the G Suite Admin to secure and migrate the G Suite data of a leaving employee. In this blog, we have listed the measures that need to be taken after an employee leaves your organization. We have provided two solutions to secure the G Suite account. It is recommended to use a professional solution that provides greater flexibility and ease during the migration of data.

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To create attractive and encouraging presentations, many people use Google Slides and Microsoft PowerPoint. Both are popular applications that help you create slide-based presentations using texts, images, videos, charts, and other things. Google Slides and PowerPoint are both great platforms, but in terms of price, features, and design capabilities are different. With these differences, users often migrate their presentations across platforms. Follow these ways to move Google Slides to PPT.

Download Google Slides to Desktop

To move your Google Slides to Microsoft PowerPoint, you have to first export files from Google Drive. Then, from the Drive, you can import it to PowerPoint. Below are the steps to export your Slides.

1. Go to the Google Slides in your browser, and log in to your account.
   
2. Select the presentation that you want to wish to move and open it.
3. Click the File option at the top of the screen.
   
4. Select the Download button and then choose the PowerPoint (.pptx) or PDF option.

Read More: How to Import Google Calendar to Outlook?

Export Presentations from Google Slides to Mobile

If you are using the Google Slides mobile app, then follow the steps below to export your presentations.

1. Run the Google Slides app and open the presentations you want to save.
2. Click on the More options (three-dot menu) at the top corner.
3. Select the Share & export option and then Save as PowerPoint (.pptx).

Now, you can easily move the files into MS PowerPoint. Below are the ways to transfer your slides.

How to Import Downloaded Presentations to PowerPoint?

There are several ways to open your PPT files. In this, I am going to provide you with all the methods.

1. The first and simplest way to open the PPT file in PowerPoint is to double-click. Or you can right-click the file, click the Open with option, and choose Microsoft PowerPoint.
2. You can use the drag-and-drop option.
   • First, open MS PowerPoint in your application.
   • Go to the location where your PowerPoint is stored. Select the file.
   • Drag the file and drop it into the PowerPoint app.
3. To add slides from another file, use the Reuse feature. Below are the steps on how to use.
   • For this, open the presentation in which you want to add slides.
   • On the slide thumbnail, choose where you want to insert the new slides.
   • In the Home tab, click the arrow below the New Slide section.
   • Select the Reuse Slides. Choose Browse or Open a PowerPoint File option.
   • Locate the file and press the Open button.
   • The slides will appear as thumbnails in the Reuse Slides pane.
   • Choose the format of the slides and then insert your slides one by one.

I have completely explained the methods. Now, if you want to know why there is a need to transfer the slides. Below, I have mentioned some of the causes.

Common Reasons to Convert Google Slides to Microsoft PowerPoint

The most common reason behind the migration is that Microsoft contains advanced features that are great for professionals. Besides this, below are the other factors that lead to the transfer of your slides.

• In PowerPoint, you will get professional design tools like advanced motion paths, Morph transition, control over layers/objects/timelines, and high-end animation effects, which are currently unavailable.
• Google Slides runs on a web browser, whereas Microsoft PPT is a desktop application. So, if you mostly work offline, then you have to move your slides.
• PowerPoint can easily be integrated with Microsoft Office. So, by transferring your Google Slides to PowerPoint, you will get the advantage of other Microsoft tools.
• Marketers, trainers, and event presenters prefer MS PowerPoint as it supports professional export formats like MP4 videos, PDFs with custom quality settings, and GIFs.
• Users can add Excel data, pivot tables, linked charts, etc, to create data-heavy presentations. Google Slides does not support this feature.
• Some people switch from Google to the Microsoft environment, and in that case, they have to move their data, including slides.

These reasons are why people want to migrate their Google Slides to PowerPoint. The above methods can help you. However, you may experience differences in font styling or animation when you move the slides. This is the most common issue with users, which can be avoided by using the next method.

Bonus Option: Move Complete Google Workspace Data

In companies, mostly users migrate complete G Suite documents, including Google Slides, Word, Sheets, Gmail, etc. If your Google Drive contains all the documents, such as presentations. Then you can easily transfer into your Microsoft environment by using this special software, SysTools Google Drive to OneDrive Migrator. A well-known utility to move your complete documents without losing your formatting.

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Summary

After reading the article, you now know how to export Google Slides to PowerPoint. Here, I have explained ways to export your Google Slides from your computer and mobile app. Then, provide three options to import the downloaded presentations into the Microsoft Presentations. In addition to that, I also introduce you to a bonus solution to download your complete Google data into a Microsoft account.

Read Next

• How to Migrate Google Docs to Office 365?
• How to Migrate Gmail to Office 365?

Frequently Asked Questions

Q. Can I import PowerPoint into Google Slides?
Ans. Yes, save your PowerPoint in .pptx format. Upload the PPT file to Google Drive. Then, import this file into Google Slides.

Q. How to import a PowerPoint theme to Google Slides?
Ans. To import your PowerPoint theme, first create a new slide file. Then, click on the Theme button >> Import theme. Upload the PPTX file that contains the theme. Choose the theme and click on the Import option.

Q. How can I import PowerPoint to Google Slides without losing formatting?
Ans. To properly import your presentations with the original theme. Then, upload the PowerPoint into a Google Slides file. Click on the Keep original theme checkbox.

The post How to Export Google Slides to Powerpoint (PPT)? appeared first on A Complete How to Guide - Get Solution to Your Queries.

To address those same user issues, I have made this practical guide that anyone can follow.  Here, I have compiled a comprehensive list of self-tested methods that can be used to save Google Chat history offline. Moreover, you will also find the pros and cons of all methods. Let us start our discussion with the series of steps that involve Gmail’s print feature.

Save Google Chats as PDF By Forwarding to Gmail

Step 1. Open Google Chat. Hover over any message.

Step 2. A bubble appears on top; click on the 3 vertical dots to reveal more actions.

Step 3. This launches a flyout menu; click on “Forward to inbox” from there.

Step 4. Wait for a few seconds; a small black bubble will appear at the bottom left corner, indicating that the process is complete.

Step 5. Log in to Gmail, check your inbox, and open the latest mail with the subject “Fwd: Chat with…”

Step 6. Once the message opens, click on the small printer (print all) icon (don’t press Ctrl + P here; this triggers the single-page browser print screen we don’t want that).

Step 7. A new tab opens on your browser: Adjust main settings, destination pages, layout, and more settings like paper size, pages per sheet, margins, and scale options.

Step 8. Once you are satisfied with what you see, press Save.

Pros:

• Export Google Chat to PDF using only Google apps.
• High customizability for the PDF.
• Attachments will be forwarded.

Cons:

• Only the last 5 messages will get forwarded regardless of who sends them.
• So if you want to print the entire conversation, you will have to repeat the process many times over.
• The strict 5-message limit is independent of the individual message size, so you will only forward five messages, whether it is 1 character or 11999 characters long (the maximum number of characters allowed in a single Google Chat message).

Copy and Paste the Google Chat Text in Docs and Save as a PDF

Step 1. Log in to your account & open the Google Chat history of the conversation you want to download as a PDF.

Step 2. Select the first message.

Step 3. Scroll to top. (Pro tip: Use the Up arrow key to scroll instead of the mouse wheel.)

Step 3.1 If you are about to export a Google Chat to PDF that is particularly large (i.e., years long), scrolling may not be viable. What you can do instead is press Ctrl + A. This will select all the text that is on the page, which includes unwanted non-chat data like side menu names. So remember to remove them before you export Google Chat to PDF.

Step 4. Press Ctrl + C. 

Step 5. Open a new Google Doc. 

Step 6. Press Ctrl + V. 

Step 7. Press Ctrl + P.

Step 8. In the print window, choose destination Save as PDF/Microsoft Print as PDF > Press Save. 

Step 9. Choose a destination > Rename the file > Save.

Pros:

• Can get the entire chat history.
• No tools or training required.
• Can be done entirely within the free tier of Google Workspace apps.

Cons:

• Loses Meta Data.
• Only one chat at a time.
• Chance of human errors for longer texts.
• Does not include attachments or events.

See How I Save Google Chat as a PDF by Taking a Screenshot

I used the Windows Snipping Tool; you can use any other screenshot tool or built-in method; the process remains largely the same.

Step 1. Launch Windows Snipping Tool > Click New > Hold the cursor and select the chat area > Release the cursor.

Step 2. A new window with the image you just took appears on the screen. > Press Ctrl + P.

Step 3. On the print window, under Select Printer, choose Microsoft Print to PDF > Print.

Step 4. Use the Save Print Output As window to browse for a location, type a suitable name, and press Save to export Google Chat to PDF.

With this screenshot method, you can save multiple chat histories together. Let’s see how.

Step 1. Load any conversation.

Step 2. Take your cursor towards the top part of your screen and click on the “Open in a pop-up” button.

Step 3. Take your cursor to the top boundary of this pop-up and stretch it to the maximum height.

Step 4. Repeat for different chats, then continue with the same screenshot method.

Pros:

• A quick and universally applicable method to export Google Chat to PDF.
• One of the few methods that can download more than one chat at the same time.

Cons:

• Only a fraction of the entire chat gets exported to PDF at a time.
• All metadata is lost.
• No attachments are saved.

Browser Print Option to Export Google Chat Data as PDF

Step 1. Click on the hamburger menu icon to hide the main menu and the bottom right arrow to hide the side panel.

Step 2. Zoom out a bit to cover more chat messages > right-click anywhere on the screen > choose Print.

Step 3. A new tab opens on your browser: Adjust main settings, destination pages, layout, and more settings like paper size, pages per sheet, margins, and scale options > Hit Save.

Pros:

• Don’t need to leave the Google Chat platform.
• Straightforward and nontechnical.
• Can get multiple chat data exported as PDF.

Cons:

• Large chats require multiple attempts to get the full data.
• Chance of missing data due to human error.
• Attachments must be downloaded separately.

Use Google Chat Desktop App and Export Google Chat to PDF

Step 1. Open Google Chat in a browser.

Step 2. In the URL field, you should see a download app button. Use it to install Google Chat on your PC.

Step 3. Then use screenshots or press Ctrl + P to get the chat data in PDF.

Pros:

• Provides a quicker way to launch the Google Chat app for the next time you require it.

Cons:

• Must have Google Chrome installed on your PC.
• Does not transform the entire chat at once.

Mobile Users can Transform Google Chat to PDF in This Way

Step 1. Open Google Chat conversation > Take SS

Step 2. Open Google Photos.

Step 3. Tap on 3 dots at the top right.

Step 4. Side-scroll till you see the print option and tap on it.

Step 5. Choose the Save as PDF option from the dropdown.

Step 7. Tap Print.

Step 8. Browse for a location and hit Save.

For iOS users, the Steps are largely the same.

Pros:

• Works on handheld devices to export Google Chat to PDF.

Cons:

• Slow for large chats.

For some reason, neither a short tap nor a long press could select the text for copy-pasting. (I have an Android, so I could not test for iOS.)

Use Google Takeout to Save Chat Data As a PDF File

Step 1. Go to https://takeout.google.com/.

Step 2. Deselect All.

Step 3. Press Ctrl + F, type Chat, and press Enter.

Step 4. Mark the box next to Google Chat.

Step 5. Scroll to the bottom and click on Next Step.

Step 6. Choose the Destination > Frequency > File type & size > Click on Create export.

Step 7. Once the export is ready, you will receive an email; you can go and check the destination you selected; there, you should find a zip file.

Step 8. Download > Unzip

Step 9. Use the best document conversion software to convert the JSON files to PDF. (Repeat Steps 8 and 9 for every other zip file.)

Pros:

• Gets the complete chat data at once, including the attachments.
• Official process to get data out of Google apps like Google Chat.
• Free to use.

Cons:

• It may take a long time to export Google Chat to PDF with this method, depending on how much data is in your chats.
• No option to filter which chat data you download; it’s all or nothing.
• May fail in between without warning.
• You can only attempt 2 takeouts per day and not more than 7 per week.
• Google Chat data is not exported in PDF; you must convert it.

Admin-Level Options to Export Google Chat Data in PDF

Use Google’s Data Export option to extract the chat data. Think of it as an enterprise-level takeout. So you also face the same issues, i.e., the chat data won’t be in the PDF format, but you will need to convert it.

If your organization has purchased a Google Vault license, then you can study this guide to get Google Vault data in PDF.

Both these admin-only methods have similar positive and negative aspects.

Pros:

• Gets the entire chat data of every user in your organization.
• Has extensive search/pre-export filtration facilities for getting precise Google Chat data.

Cons:

• No direct PDF export in Vault; you must convert MBOX to PDF or PST to PDF.
• The export must be downloaded within 15 days; otherwise, the download link expires.
• You must have admin privileges.

Do this After You Export Google Chat to PDF

If you are an organization, it is rare that you only export data inside one Google application. For the chat, you may use any of the methods we have described here. However, for the rest of the workloads, like emails, contacts, calendars, and Google Drive, use the SysTools Google Workspace Export software.

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This is entirely GUI-based and can transform the user data on the cloud in multiple formats, including PDF. Try the demo today.

Conclusion

Here, I taught you the various means you can use to export Google Chat to PDF, and that too on different platforms. You can forward your chats to Gmail and print, right-click, and use the browser’s print function, or take a screenshot and print that image. Moreover, you can also copy the entire conversation and paste it into a Google Doc to save as a PDF.

There is also Google Takeout, which allows the export, although you will have to convert the resultant file to PDF. Admins can use the Data Export tool/enable Takeout for all users in the entire organization or use the Google Vault app. All these methods work perfectly for obtaining a copy of Google Chats, but for other workloads, such as email, contacts, calendar, and documents, use the professional utility instead.

Frequently Asked Questions on How to Export Google Chat to PDF

Q. I moved my Google Chat to Gmail, but I only see a few messages, not the entire thread. Why?

This is by design. Google Chat can only transfer the last 5 messages. To get more messages, you will have to repeat the process after every 5 chat bubbles. Note that when you redo the transport, it will create a new Gmail message, but it will be in a single email thread.

Q. Can admins pull the Google Chat data of all of the users in an Organization?

Yes, admins can use the Google Data Export Service and download the Chat Data from there. However, it will be in the JSON format, similar to the personal Google Takeout style export. So after you get the data, you must change its file format.

Q. I heard that there is a Google Chat API that can be used to download the chat data?

Yes, if you have the necessary technical expertise, then it is possible to use the API and download your data. As it is a custom app, you can add a data format transformation and get it in PDF directly. However, this is a highly complex method and should only be attempted if you know what you are doing.

The post How to Export Google Chat to PDF & Download Full History appeared first on A Complete How to Guide - Get Solution to Your Queries.

Just go through this guide and see how easy it is to check and cancel Gmail email subscriptions.

Introducing A New Way to Manage Subscriptions in Gmail

For Gmail web users:

Step 1. Log in to Gmail.

Step 2. Under the Main Menu pane, expand More

Step 3. You should see a new “Manage subscriptions” option; click on it.

Or use this shortcut link to manage subscriptions: https://mail.google.com/mail/u/1/#sub

Note, you must be prelogged in on the browser; otherwise, after a new sign-in, by default, you will be in your inbox.

For Mobile (Both Android and iOS):

Step 1. Open the Gmail app.

Step 2. Tap on the hamburger menu (☰) at the top right corner of your screen.

Step 3. Tap “Manage subscriptions.”

Note: It is possible that when you try these steps on your mobile, you won’t see the Manage subscriptions option. Don’t worry, this is happening because the Manage subscription in Gmail feature is in a gradual rollout stage, so although some users/platforms have received this update, others have yet to see the new feature.

Check the Play Store (or App Store if you use an iOS device) to see if there is a pending update for the Gmail app. Also, check if your mobile itself is up to date.

What does Manage Subscriptions in Gmail Look Like?

If you are someone who is yet to receive the update and is curious what this actually looks like, don’t fret, you may try signing out of Gmail and signing back in to see if it unlocks the feature.  Here is a brief description of each and every UI element in great detail.

When you open the Manage Subscriptions screen, the first thing you notice is that all the email senders are neatly arranged in the form of a table.

Every unique sender has its details in a separate row, and there are four different columns. The first one is the sender’s name, then there is the sender’s email address.

The third column gives you a rough count of the number of emails sent by them to you “Recently”. Based on my findings, Gmail classifies any email that came in the last 3 weeks as recent.

At last, the 4th column contains the unsubscribe button. However, what’s surprising is the lack of column headers. Also, there is no way to hide existing columns or add new ones.

Use Manage Subscriptions in Gmail to Rapidly Unsubscribe

Just follow these steps:

Step 1. Click on Unsubscribe (it highlights with a light grey halo when you put your cursor on it)

Step 2. Confirm that you are Unsubscribing by clicking the blue Unsubscribe button in the pop-up window.

Step 3. Cross the little black confirmation alert that appears at the bottom left corner. (If you do nothing, it will vanish on its own after a few seconds)

Step 4. Repeat Steps 1 through 3 for every other newsletter, social media update, etc, you don’t want inside your inbox.

This was the basic method to deal with unwanted spam. However, how do you decide which email sender to unsubscribe from and which ones to keep? The limited Manage Subscriptions UI doesn’t show you which ones you actively read and which just sit in your inbox. Don’t worry, I have come up with a way to make this choice super easy.

Smart Strategy to Manage Email Subscriptions on Gmail

Most users who fail to resolve the Gmail is running out of space issue on their own do so because they dont unsubscribe from the emails that regularly fill up their email. So once you get to the Manage subscriptions, click on any of the sender rows. You will see that Gmail creates a complex search query like this:

“from:subscription-email@sender.com (-label:spam OR label:trash) label:^sub_m”

Let me explain what each part means.

from:subscription-email@sender.com

This part focuses Gmail’s search on only those emails that were sent from this sender.

-label:spam OR label:trash

This part of the search query tells Gmail not to search for emails that are either in Spam or the Trash folder. The hyphen “-” acts as our negation.

label:^sub_m

This is the brand new internal system label, which identifies all the subscription-type emails (likely with the help of email header data).

Now the best aprt is that the search query is not stagnant or fixed, which means we can make our adjustments and modify it. So append the is:read parameter at the end. Your query should become something like:

from:subscription-email@sender.com (-label:spam OR label:trash) label:^sub_m is:read

Note down the number of emails here that remain after changing the filter.

Then, change the flag again, this time add is:unread, and press enter, and note the number of results again.

from:subscription-email@sender.com (-label:spam OR label:trash) label:^sub_m is:unread

See which filter contains more results. If you read most of the emails, you should not unsubscribe. Otherwise, if most emails are left unread, then there should be no problems unsubscribing.

Despite all these advantages, there are still a few problems with this way of handling email subscriptions on Gmail.

Current Limitations of the Manage Subscriptions Portal in Gmail

Adding this feature is a step in the right direction when it comes to reducing email spam, but there is still some scope for improvement:

• You dont get the option to select multiple items and unsubscribe all of them together. Although the entire list of email subscriptions is visible at a single location still have to unsubscribe one by one. There is no unsubscribe all button that does it in one shot.
• Unsubscribing does not clean your mailbox; every email you ever received prior to hitting the unsubscribe button is still in your inbox, occupying storage. Those emails won’t magically disappear; you have to delete them on your own.
• Unsubscribing via the Manage Subscriptions area does not happen in real time. It can take “some time” for your unsubscription request to propagate to the sender (CAN-SPAM Act mandates that any unsubscribing request must be done within 10 days of the request). So don’t be surprised if you see a new email appear just after you hit unsubscribe.
• There is no undo option to reverse a subscription request made by mistake. So if you want to resubscribe, you must visit the sender’s website and make a new request.
• Manage Subscriptions option is put below the main fold of Gmail’s menu pane with no way to bring it to prominence. This is because Manage Subscriptions is not your typical Gmail label but a complex filter of sorts.

Conclusion

Here we told you how to manage email subscriptions on Gmail after the new update. Not only that, but we also helped you decide which email subscriptions are safe to unsubscribe from. Plus, we also gave users a precise value for vague terms they see inside the new Manage subscription area, and gave a list of improvements users would like to see in the future.

What Google Workspace admins must do:

Suppose you are an administrator in an organization. In that case, you must take a proactive approach to ensure that users don’t unsubscribe from critical internal communications and prepare for instances where they do.

You can’t outwrite pause/ takeaway a user’s ability to unsubscribe, as this is a built-in feature within the Gmail app. Instead, release a company-wide memo highlighting the use cases and warning against accidental unsubscribing from official messages.

After unsubscribing, users may try to clear out the already existing mail, too.  Deploy the SysTools Google Workspace Backup and Restore wizard in your organization, and prepare a safe copy of the existing emails before permanent deletion makes recovery impossible.

The post How to Manage Email Subscriptions in Gmail (Stop Unwanted Emails Fast) appeared first on A Complete How to Guide - Get Solution to Your Queries.

Mainly because there isn’t any restoration button that puts back all the data in its original position.

Moreover, there are situations where the Takeout data did not belong to your account in the first place, or there isn’t enough space to accommodate both the current data as well as the one you are about to restore.

Don’t worry, this guide is here to help. We’ll break down the process in small chunks, exploring what you can realistically restore (or import), service by service (like Gmail, Drive, Photos), and lay out the manual steps. So, without further ado, let’s unpack that zip file and see what’s possible.

How to Restore Google Takeout Data in Gmail?

You need a desktop email client that can open Google Takeout MBOX files and supports IMAP connections, so use Mozilla Thunderbird.

Step 1. Configure your Google Account using IMAP in Thunderbird.

Step 2. Use the email client’s import function (in Thunderbird, this requires an add-on like “ImportExportTools NG”) to import your Takeout archive into Thunderbird‘s “Local Folders”.

Step 3. Once the emails from the MBOX file are visible within a local folder in Thunderbird, you can manually drag-and-drop or copy these emails/folders from the “Local Folders” section into the desired folders under your Gmail IMAP account within Thunderbird.

Step 4. Thunderbird will then upload these emails to your Gmail account via IMAP. This can take a significant amount of time, depending on the number of emails.

Google Takeout Contact Restore by Importing Back into Google Contacts:

Step 1. Visit contacts.google.com. >> In the left-hand menu, click on “Import”. >> Click “Select file”.

Step 2. Navigate to your unzipped Takeout folder, find the Contacts folder, and select the .vcf file(s) >> Click “Import”.

How to Restore Google Takeout Data in Google Calendar?

Step 1. Open calendar.google.com >> Click the settings cog in the top right, then select “Settings”.

Step 2. In the left-hand menu, click “Import & export” >> Under “Import”, click “Select file from your computer”.

Step 3. Navigate to your unzipped Takeout folder, find the Calendar folder, and select the .ics file for the calendar you want to restore.

Step 4. Choose the destination Google Calendar you want to import the events into.

Step 5. Click “Import”. Repeat for each .ics file.

Restore Google Drive Data from Google Takeout

Step 1. Go to drive.google.com >> You can drag-and-drop folders/files from your computer directly into the Google Drive web interface or use the “New” > “File upload” / “Folder upload” buttons.

Step 2. Alternatively, install the “Google Drive for Desktop” application on your computer, sync it with your Google Account, and then copy the files from your Takeout Drive folder into the local Google Drive folder on your computer.

Advanced Strategy for a Code-Based Google Takeout Restoration

We know that Google Takeout primarily exports data; it lacks a direct restore feature. Moreover, the absence of a “Google Take-in” service makes the import of external loose files that Takeout produces a tough task.

We say that it is complex because restoring requires the use of individual Google service APIs (Drive, Gmail, etc.), and that too via custom scripts (Python) to re-upload data.

Here is a list of prerequisites:

Knowledge of Google APIs: As we are trying to programmatically add data back, we have to use specific APIs (e.g., Drive API for files, Gmail API for emails).

Experience with using Google Cloud Console: GCC is the primary means of interacting with and using the APIs. Although you get up to 10 free projects, novice users may find it difficult to navigate the complex environment. Not to mention that merely accessing the portal is not enough, you need to set up OAuth 2.0 credentials, plus keep API usage within free tier limits.

Other optional settings require a place to host the scripts, which can be Cloud Shell, Cloud Functions/Run modules, or a Compute Engine. Each has its limitations.

Also, users have to keep the Takeout data readily accessible, meaning a separate Cloud Storage must also be deployed.

Once you have the platform ready, follow the steps given below to get back Google Takeout data in your Google Account.

Conceptual Steps to Restore Google Takeout Data Using APIs and Cloud Console:

Step 1. Download and Extract Takeout >> Then, open Google Cloud Console >> There, create a new project.

Step 2. On the left-hand side pane, expand “APIs & Services,” select “Library”.

Step 3. Search and enable all the APIs whose data you plan to restore (e.g., “Google Drive API”, “Gmail API”, “People API”).

Step 4. Go back to “APIs & Services” and this time select “Credentials”.

Step 5. Click on “Create Credentials”, pick “OAuth client ID”.

Step 6. Select the application type (e.g., “Desktop app” if running a script locally).

Step 7. Complete the on-screen prompts to create the ID, which will allow you to restore Google Takeout data.

Step 8. Then, download the client_secret.json file.

Step 9. Install Python on your system >> Start a new instance and call the necessary Google Client Libraries (e.g., google-api-python-client, google-auth-oauthlib, google-auth-httplib2).

Step 10. We have prepared a sample script; modify it for your environment and workload, then run the script locally or potentially on a free-tier GCP service.

Even if your script has built-in protection against overconsumption, it is necessary to keep an eye on the API usage quotas. Moreover, it is also important to check that your data is appearing correctly in the target Google services.

What Challenges and Limitations You May Face While Restoring Google Takeout Data via Script

• You need to write code (Or make heavy edits on the sample script).
• Metadata (like original creation dates, album structures, and email labels) might be lost
• API Limits/Quotas can significantly slow down the restoration of large datasets.
• Both development and execution can take a lot of time.
• There is always a risk of exceeding free tiers if not carefully monitored.
• Takeout data comes in various formats (.json, .mbox, .vcf, .jpg, .mp4, .ics, etc.), each needing specific handling in your script.

Neither the GUI-based service-by-service method nor the code-based all-in-one method is feasible. Especially in an organizational environment. So instead of that, we will introduce a couple of professional utilities that, when used in conjunction, allow admins to do a complete mailbox restoration from raw Takeout data.

How to Restore Google Takeout Data Professionally?

If you are an IT administrator looking for a solution to restore Google Takeout Data for every member in your organization, use the SysTools MBOX to G Suite Import Tool.

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This tool can handle the import of many different file types into the G Suite account. You can bring in the Gmail MBOX, Contacts, VCF, and Calendar ICS file, plus all the data that was in the unzipped Google Drive Takeout file. No need to convert the files to an intermediary format, just upload everything directly.

With a dedicated date filter for certain file types, your import becomes precise and fast. Moreover, you stay in complete control of where the data gets deposited and how many files are processed simultaneously.

On top of that, there is the delta import, retry failure, and redo again option as well, so that every bit of Google Takeout data you wish to restore goes into the user accounts.

Here are the steps you need to perform once you deploy the tool on your workstation.

Step 1. Launch and select the endpoints (for Gmail data, choose MBOX as the source, and for Contacts/Calendars, choose File System). The Destination would remain the same in both scenarios, i.e., G Suite.

Step 2. Select the “Email” workload in case of MBOX and “Contact + Calendar” when doing the File System restoration. Apply the date filter wherever applicable and press Next.

Step 3. Create a folder in the root drive, MBOX, and in it, make subfolders with user names, putting all the MBOX files there:

C:/MBOX/user1@domainName.com/(put all MBOX files of user1) repeat for every user.

Then on the Source page of the tool, browse for the parent directory, select and validate it, then Press Next.

Step 4. On the Destination page, fill in the required fields with appropriate data, validate, and press Next.

Step 5. Complete user mapping in one of the three available methods: Fetch, Import, or Download.

Step 6. See the User list, Select, and validate, then start the Import.

Conclusion

Restoring Google Takeout data isn’t a simple click-and-restore process. While manual methods offer partial solutions for specific services like Contacts or Drive, and API scripting provides more power, both approaches are complex and time-consuming. For comprehensive restoration, especially for crucial data like Gmail, utilizing specialized professional tools often proves the most efficient and reliable strategy.

Frequently Asked Questions

Q1. How do I see Google Takeout files to restore them?

Once your Takeout export completes, you will receive a zipped content in the platform you selected, which can be mail, Google Drive, Dropbox, or OneDrive. To see the actual file content, you must download and unzip it.
You receive an email regardless of the output container choice, so use it to access the file.

Q2. How do I recover Google Takeout data?

There is no direct way to recover Google Takeout data, even if it is from your own account, you have to import it manually, one service by service. However, if you are looking to restore Takeout data in an organizational setting, you can use the automated tool we have described in this post.

Q3. What is Google Takeout, and how do I use it?

Google Takeout is a service that allows users to download a copy of all their data present on various Google platforms. Use it by visiting takeout.google.com on any browser and following the on-screen instructions.

Q4. Is Google Takeout free?

Yes, it is completely free. Anyone who has a Google account can use the Takeout service without paying anything.

Q5. Does Google Takeout delete data?

No, it just makes a copy of your Google account data and makes it available offline.

Q6. What can I use instead of Google Takeout?

The best alternative to Google Takeout in 2025 is the SysTools G Suite Export software.

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