Deleting Backed-Up Data for Gmail

To reduce backup capacity, administrators can delete backed-up data. Deleting data is permanent. When you delete data, it is no longer included in backups and cannot be restored.

You might also want to permanently delete data for legal purposes and to adhere to compliance regulations. You can delete the following types of data:

• All data for a user

• Specific files, folders, and other items

• Items that match search criteria

After you delete the data, you cannot view or restore the deleted data using the Include deleted items option in the Google Workspace backup. When a file is deleted, all versions of that file are also marked for deletion. If a folder is deleted, all versions of that folder and all versions of the files inside the folders are marked for deletion. After a file is deleted, the next backup operation will not include the deleted file.

Before You Begin

To delete data, you must be assigned the Delete Data permission on the Google Workspace application.

Deleting Mailboxes

1. From the Command Center navigation pane, go to Protect > Google Workspace.

   The Google Workspace Overview page appears.

2. On the Apps tab, click the Gmail app.

   The Overview page of the app appears.

3. On the Mailboxes tab, select the mailboxes you want to delete.

4. At the top-right area of the table, click More, and then select Manage > Delete backup data.

   The Delete options dialog box appears.

5. In the Specify reason for deletion box, enter the reason, and then click Submit.

Deleting Calendars, Contacts, and Mails

1. From the Command Center navigation pane, go to Protect > Google Workspace.

   The Google Workspace Overview page appears.

2. On the Apps tab, click the Gmail app.

   The Overview page of the app appears.

3. On the Users tab, select the user whose files you want to delete.

4. At the top-right area of the page, click Restore > Restore messages.

   The restore files page appears.

5. In the right pane, select the calendars, contacts, and mails that you want to delete.

6. At the top of the page, click Delete.

   The Delete options dialog box appears.

7. In the Specify reason for deletion box, enter the reason, and then click Delete.

Deleting Data Found in Search

1. From the Command Center navigation pane, go to Protect > Google Workspace.

   The Google Workspace Overview page appears.

2. On the Apps tab, click the Gmail app.

   The Overview page of the app appears.

3. On the Users tab, select the user whose files you want to delete.

4. At the top-right area of the page, click Restore > Restore files.

   The restore files page appears.

5. To find specific items that you want to delete, at the top of the page, in the Search bar, enter a file name or keyword.

6. To narrow the search results, click the filter button , and in the dialog box, enter additional search criteria such as the file type, size, or modified date.

7. Click Search.

8. In the right pane, select the items that you want to delete.

9. At the top of the page, click Delete.

   The Delete options dialog box appears.

10. Select the files you want to delete:

    • To delete only the selected files, select Selected items only.

    • To delete all the files that match the search criteria, select All items.

11. In the Specify reason for deletion box, enter the reason, and then click Delete.