Backing Up G Suite Data with Spinbackup

By: Brandon Lee, Spinbackup

This tutorial demonstrates how to configure Spinbackup - Security & Backup with Cloud Storage. With this configuration you can store Spinbackup G Suite backup data in Google Cloud Platform (GCP) and restore data from Cloud Storage. The following steps are completed automatically as part of the Spinbackup configuration and account creation process:

  • Configures the required GCP infrastructure and services such as Cloud Storage accounts, services, and API hooks.
  • Integrates with Cloud Storage during the Spinbackup registration process.
  • Creates new Cloud Storage buckets to store data in GCP.

Objectives

  • Configure Spinbackup to use Cloud Storage.
  • Migrate Spinbackup data to GCP.
  • Configure Spinbackup G Suite backup.
  • Restore G Suite data by using Spinbackup.

Costs

Before you begin

  1. Select or create a GCP project.

    GO TO THE MANAGE RESOURCES PAGE

  2. Create a free-trial G Suite account for a user called Test User.

Installing Spinbackup for GCP

  1. Go to the Cloud Marketplace to install Spinbackup – Security & Backup and click Install.
  2. Sign in with your Google account, and then click Next.
  3. In the Choose a secure cloud storage window, click a data center location for GCP, and then click Get Started.

    Select a datacenter location based on your business policies or needs, such as keeping data close to the source for performance reasons or to keep your backup data geographically separated from your production data locations. For more information, see Geography and Regions.

  4. Click to accept the Terms of Service and Privacy Policy and the Data Processing Addendum, and then click Next.

    Screenshot of Spinbackup terms and conditions

  5. In the Set up a new password for the Spinbackup admin account window, complete the following steps, and then click Next.

    1. In the Password field, enter a new password for the Spinbackup admin account.
    2. From the Country drop-down list, select your location.
    3. From the Timezone drop-down list, select your time zone.
    4. In the Phone field, enter your telephone number.

      screenshot of new password window

  6. In the Configure backup settings window, select the services to back up from the following list, and then click Next.

    • Gmail
    • Google Drive
    • Team Drives
    • Google Calendar
    • Google Contacts
    • Google Sites

    Screenshot of backup settings

  7. To select all accounts, click Name/Email, and then click Create a new account.

    Screenshot of adding licenses

Migrating Spinbackup data to GCP

This is an optional step. If you are an existing Spinbackup customer who has data stored in Amazon S3, you can migrate data to GCP by using the built-in migration process with Spinbackup.

  1. In the Spinbackup Dashboard, in the Backup & Recovery section, click Settings.
  2. In the Account Summary section, click Migrate to GCP.
  3. When you request to migrate data from Amazon S3 to GCP, Spinbackup analyzes the account to identify the amount of data to be migrated.
  4. Spinbackup sends an invoice to the account owner for the amount of outbound data that you wish to migrate from Amazon S3 to the target GCP datacenter.

    After the migration is complete, your new GCP data center location appears in the Spinbackup account summary.

    Screenshot of account summary

Configuring G Suite backup

In your Spinbackup Dashboard, you can configure the following settings for your G Suite backup:

  • Choose G Suite services to back up.
  • Configure backup frequency.
  • Configure backup retention.

Choose G Suite services to back up

During the initial installation and setup process for Spinbackup, you can indicate which of the global G Suite services to include in the Spinbackup G Suite backup. You can change these preferences after the initial setup wizard or on a per-G Suite-user basis. For the purposes of this tutorial, you configure your G Suite backup for all users.

  1. In the Spinbackup Dashboard, in the Backup & Recovery section, click Settings.
  2. In the Services backed up window, turn on the following services for backup:

    • Gmail
    • Google Drive
    • Team Drives
    • Google Calendar
    • Google Contacts
    • Google Sites
  3. To save the changes, click Update.

    Screenshot of backed up services

Configure automatic backup settings

By default, the automatic backup settings are set up during the initial setup wizard. You can change the automatic backup settings for all users or a specific organization unit. Organizational units are configured in the G Suite environment and allow configuring different settings for different users. Spinbackup automatically pulls the list of organizational units from your G Suite environment.

  1. In the Spinbackup Dashboard, in the Backup & Recovery section, click Users.
  2. In the Update autobackup setting window, click Update all users, and then turn on the following services for backup:

    • Gmail
    • Google Drive
    • Team Drives
    • Google Calendar
    • Google Contacts
    • Google Sites
  3. Click Update.

    Screenshot of auto backup settings

Configure backup frequency

You can also configure your automatic backup frequency. You can choose to back up the environment either once or three times per day. The backups are fully automated. The backup times are set by our system. You may also trigger a manual backup at any time.

  1. In the Spinbackup Dashboard, in the Backup & Recovery section, click Settings.
  2. In the Automated Backup Frequency section, click 3x/day, and then click Update.

Configure backup retention

By configuring the retention policy, you can choose to keep data indefinitely or to prune data after a specific number of months. Organizations may choose not to retain data due to business policies or other compliance regulations. The default is to keep backups indefinitely, but you can change the duration.

  1. In the Spinbackup Dashboard, in the Backup & Recovery section, click Settings.
  2. In the Retention policy section, in the months from when data was backed up enter 12, and then click Update.

    Screenshot of Spinbackup retention policy setting

Restoring G Suite data

Once a user's data is backed up, you can restore the user's G Suite data to a previous backup version. There are many different scenarios that can result in data loss, requiring data to be restored, such as accidental or intentional deletion of data by a user, ransomware infection, or the need to migrate data from one user account to another.

  1. In the Spinbackup Dashboard, in the Backup & Recovery section, click Users.
  2. To expand the list of users, click the Plus icon.
  3. Select a G Suite service for Test User. The following options are available to restore data:

    • To restore a specific file, click the data that you want to restore, and then click Restore.
    • If you wish to restore all files, don't select any specific file and click Restore.
    • To restore an older version of the files, click Version, click the version you wish to restore, and then click Restore.

    Screenshot to restore older versions of data

  4. To restore shared user permissions to a restored item, click Restore shared users. Spinbackup defaults the Restore all items to field to the original user account from which data was originally backed up.

  5. To begin the item restoration for the G Suite user, click Start restore.

    Screenshot of user permissions

    The restoration is queued. A dialog box displays the pending restore operation and when the item is successfully restored.

    Screenshot of successful restoration of data

Turn on user permission to restore data

With Spinbackup you can turn on the ability of users to restore files. By default, only admins can restore data.

  1. In the Spinbackup Dashboard, in the Backup & Recovery section, click Settings.
  2. In the Default permissions section, turn on Restore for Users are able to.
  3. Click Update.

Receive restore alerts

As a G Suite admin, you can receive alerts when files are restored in Spinbackup.

  1. In the Spinbackup Dashboard, in the Backup & Recovery section, click Settings.
  2. Turn on Send restore alerts.
  3. To select a restore alert recipient, click G Suite Super Admin.
  4. Click Update.

Monitoring the status of backup, restore operations, and user activity

Spinbackup provides G Suite admins with an audit trail and an activity log of admin operations, such as backup and restore.

  1. In the Spinbackup Dashboard, in the Backup & Recovery section, click Activity.
  2. To view the different types of activity logs, click the following:

    • Summary: Displays a high-level overview of both backup and restore operations.
    • Task Activity: Displays for all users or a specific user an audit list of operations. Both automatic operations, such as scheduled backups and other operations, and manual operations, such as unscheduled backups and restores, are displayed.
    • User Activity: Displays an audit list of user-related activities for all users or a specific user. Examples of activity recorded include logging in and logging out, and updating account and user settings. Additionally, information such as the user's IP address is recorded. To view additional details, click the name of the activity.

Cleaning up

To avoid incurring charges to your Google Cloud Platform account for the resources used in this tutorial:

Delete the project

  1. In the GCP Console, go to the Projects page.

    Go to the Projects page

  2. In the project list, select the project you want to delete and click Delete project. After selecting the checkbox next to the project name, click
      Delete project
  3. In the dialog, type the project ID, and then click Shut down to delete the project.

What's next

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