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What's the best way to back up a Google Apps user's emails and other data before deleting their account?
I'd like to archive all their email, calendar items, google docs, and other files before nuking the account but it doesn't appear Google has any way to do this.
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There are great third party backup tools available in the Google Apps marketplace but they may not be the best solution depending on how active the user account data is.
Make sure you ask yourself and understand the reasons you are backing it up in the first place.
Back-ups can lock your data away and make it hard to access through multi-step processes you may not have time for. Deleting a user's account may not be the answer either.
If you think you will need to access the data sometime in the near future, it may be best to leave it on google's servers so it can be quickly accessed in a few clicks rather than removing it and storing it in a less accessible and un-searchable manner.
There are a few ways to do this.
One of the easiest ways of quickly archiving an old user's data is by suspending the account. This will keep the old user from using the account and keep the data safe on Google's servers. This is reccomended as a way to shut down account access quickly. It's actually a temporary measure if the data in the account is routinely needed.
Another great method is re-naming the user. When someone moves on from a position they are often replaced. If the replacement person is new, it benefits the new person to have access to the old person's data. Re-naming the user gives them access to all the files and information their predecessor had and creates an alias email address on the account so they will continue to get all the email being sent to the old person.
Adam Lasnik, Served as Google's Search Evangelist ...(more)Served as Google's Search Evangelist for four years; now a Program Manager for Google Map Maker.
Andrew Doyle, Google Apps technical specialist, use...(more)Google Apps technical specialist, user coach & Google Apps Authorised Reseller.
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