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December 13, 2021 | Updated on: April 16, 2024 | Reading time 7 minutes

Gmail Recovery Best Practices for IT Admins

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Product Manager

Every corporate Gmail contains business-critical data. However, many businesses fail to backup emails. As a result, important data might be lost due to errors, malicious intentions, or hacker attacks. In this article, we will share the best practices of Gmail recovery to help you restore your valuable data. Learn how to restore your business data using native Google Workspace functionality and a third-party Gmail Recovery tool.

How to Recover Gmail

There are several ways to restore the inbox of your user using native Google Workspace tools.

1. Gmail recovery in Admin panel

Go to Google Admin -> Directory -> Users and pick the necessary User.

On their page click Restore Data in the menu under the user’s name, photo, and basic info.

In the pop-up window specify the date range and the application (Gmail). Then click Restore.

gmail recovery

Keep in mind, that this method is available only for the emails that have been deleted by your user for the past 25 days. This means you can’t restore emails that have been encrypted by ransomware.

Learn how to protect against ransomware in 2022.

2. User Gmail

If you want to recover emails that were deleted more than 25 days ago, you can go to the User’s Gmail and restore the data manually.

Log in to their Gmail Account using your User’s credentials.

Go to the Trash folder. Find the necessary email and tick it.

Then click the ‘Move to’ icon (folder with an arrow) and pick the restoration location.

Keep in mind that this method has 3 limitations. You cannot restore:

  • emails that were deleted over 30 days ago
  • emails that have been manually deleted by the user from the trash
  • emails that have been encrypted by ransomware.

To keep the data of your users intact use third-party cloud backup tools like SpinBackup.

Gmail Recovery by SpinBackup

SpinBackup is the best Gmail message recovery tool. It enables you to recover a single email or restore a user’s inbox Gmail. You can also use it to transfer emails between accounts.

Here’s how to restore the data with SpinBackup:

  1. Log in to your SpinBackup Account. Go to the Users section and find the employee whose emails you want to restore. Click on the Gmail icon.
  2. You will be redirected to the page where you can see the contents of their inbox. Click on the Version button in the right upper corner to pick the date.
  3. Find the necessary email, tick the box next to it, and click Restore.

In the popup window pick the destination account you want to restore the email to.

You can recover all the emails from that version. To do that untick all the boxes if any and click restore.

SpinBackup Gmail email recovery tool benefits:

  • Daily automated scheduled snapshots of your inbox (1x or 3x per day)
  • Backup stored in GCP, Azure, AWS, or the data center of your choice
  • Backup of other Google Services: Drive, Calendar, Shared Drives, Contacts.
  • Fast search and granular recovery
  • Multi-SaaS backup for Microsoft 365, Slack, and Salesforce.

Try SpinBackup for free

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Product Manager

About Author

Will Tran is the Product Manager at Spin.AI, where he guides the product's strategic direction, oversees feature development and ensures that the solution solves his clients’ cybersecurity needs.

Will is a security professional who started his career at Lockheed Martin where he worked on National Security Space programs in business development and product management.

Will holds a BA in Economics and Mathematics from UCSB and an MBA with a specialization in Technology Management and Marketing from UCLA Anderson School of Management.

At Lockheed Martin, Will developed the multi-year strategy campaign and supported the product development of a national security satellite program for the United States Air Force, which resulted in a multi-billion dollar contract.

During business school, Will consulted 2 non-profit organizations as part of a series of national consulting case competitions. He set strategic priorities, optimized business operations, and developed a process to qualify new revenue streams for his non-profit clients. These initiatives resulted in 15-20% increase in annual surplus.

In his spare time, Will can be found at local coffee shops around Los Angeles, traveling to different countries, or hanging out with his cat.


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