There may be a charge from Google to store large amounts of data.
Google Takeout allows you to download a copy of your data (like emails, Drive files, calendars, and contacts) to keep as a backup or take with you if you are transitioning roles.
Important Note Before You Begin: Google Takeout creates a copy of your files. It does not delete anything from your current workspace account. However, it only exports files that you own. Files shared with you by others will not be included unless you have explicitly added them to your "My Drive."
Open a Google Chrome browser window.
Make sure you are signed into your work/staff Google account.
Go to the Google Takeout website: takeout.google.com.
By default, Google selects every single product you've ever used. To avoid a massive, messy download, it is highly recommended to select only what you actually need.
Click the Deselect all button near the top of the list.
Scroll through the list and check the boxes next to the specific data you want to keep. The most common choices for staff are:
Drive: For your documents, sheets, and presentations. (Click All Drive data included if you only want to select specific folders).
Mail: For your Gmail messages and history.
Calendar: For your schedules and agendas.
Contacts: For your saved work contacts.
Once you have checked the boxes for the data you need, scroll all the way to the bottom of the page and click Next step.
Next, you will configure how you want to receive your files.
Delivery Method: Leave this as Send download link via email (this is the simplest method).
Frequency: Select Export once.
File type & size: * Keep the file type as .zip.
Keep the size at 2GB or 4GB. (Note: If your data is larger than the size you choose, Google will simply split it into multiple smaller zip files, which makes them easier to download).
Click Create export.
You will see a message stating, "Google is creating a copy of files from..."
Be Patient: Depending on how much data you have (especially if you have years of emails and large Drive files), this process can take anywhere from a few minutes to a few days. You do not need to leave the browser tab open.
When the export is complete, you will receive an email in your staff inbox with the subject "Your Google data is ready to download."
Open the email, click Download your files, and save them securely to your computer or an external hard drive.
Check your storage: Make sure the computer or personal drive you are downloading the .zip files to has enough free space to hold them.
Expiration link: The download links sent to your email are only valid for 7 days for security reasons. Be sure to download them promptly!