Tools > Gmail Export




Take note that you must be using a paid version of G Suite to do an Gmail export.

Free editions of G Suite will get several error messages when you attempt this procedure.

If you are using a paid version of G Suite and you still get error messages make sure that your API provisioning is enabled in your Google Admin console.


Introduction

The Gmail Export feature allows the Administrator to export a User's mailbox and import the document into an mbox format. The messages can be encrypted by the administrator, then decrypted during download and displayed in plaintext. 

This feature is designed to enforce company email security policies, maintain email records in companies with high turnover rates, ensure message continuity, etc. 


Creating an Encryption Key

NOTE: Generating an Encryption Key requires third party software.  For illustrative purpose, we will be using pgpkeygen as our encryption/decryption tool.  It is a free tool with no spyware or adware and no trial period.  Neither Promevo nor gPanel are affiliated with this product and, as such, we cannot provide support for it if issues arise.

Go to https://pgpkeygen.com/ Begin by generating a PGP key pair


 Once at the site you will see 7 fields as seen below: 

1. The First/last name of the Admin/person generating the key.

2.The full email address of the Admin/person generating the key.

3. If you would like to include any additional comments regarding the key. 

4. The Algorithm to be chosen, it is recommended to generate with RSA as seen below.

5. Key size to be generated we recommend using at least the 2048bit as it is more secure.  

6. Time in which the key expires. This tool currently has options for, Never expire, 1 year, 2 years, 4 years and 8 years.

7. Then enter in a pass-code to associate with the key. 







 Once all fields are filled out properly simply click the "Generate Keys" button, you will see two keys generate on the right side under "Your Keys". You can either download your Public Key, or copy it directly from the site. if you choose to download your public key then simply choose "Download Public key". Once downloaded use a text editor such as "Notepad" to view the file and copy the key from there. 

Do not close out this window just yet as you will need to download the Private key generated in the next steps. 






Once you have your Public key you will copy the entire key including the top & bottom portions stating "-----BEGIN PGP PUBLIC KEY BLOCK-----" and "-----END PGP PUBLIC KEY BLOCK-----" into gPanel by clicking the "Update Key" at the top of the Gmail Export module. 





 Now that you've successfully generated and uploaded your Public Key. You can begin the Gmail export, first create a new export via the Addition Sign in the upper right of gPanel.  





 Fill in the required fields - 

 1. User you're exporting.
 2. Start and End date.
 3.Start time and End time.
 4.Whether or not to retrieve deleted messages as well.
 5.Whether to export the "Full Message" or "Headers Only".

Then hit the "Save" button at the bottom of the menu.





You're export will begin creating and will shortly be available for download. Once downloaded to the file path of your choosing, continue to the next step in which you will need the same Private Key you generated in the first step.





Begin the decryption process with Kleopatra by Downloading the Private Key: 






Find the Private Key in the location you downloaded it to on your local machine and double click with Kleopatra open. If successful Kleopatra should prompt ownership of the key as seen below, simply click "Yes" and it will import the private key. 


If successful Kleopatra should prompt ownership of the key as seen below, simply click "Yes" and it will import the private key. Kleopatra will prompt with another window simply confirming the key was imported. 






Now that the Private Key is imported, we can Decrypt the export. Within Kleopatra click the "Decrypt/Verify" it will prompt you for the export file in windows explorer. Simply find and choose the file: 


Kleopatra should prompt you for the "Passphrase" which is the password you entered upon creating the key originally in step 1. 




Decryption will start processing: 



  Once completed it will state as such, then simply click "Save all" and you will see the output file in the same folder as the original downloaded export. 





You will then need to use a mbox viewer like "Thunderbird" to view the files. 

Once you have installed Mozilla's Thunderbird you will need to use a third party add-on like
ImportExportTools in order to browse the messages as you would an ordinary mailbox.

NOTE: If the file will not import to your mail client, rename the file with a shorter file name. 
          You may have to add .mbox to the end of the file name to get certain mail programs to view the files.


Delete a Gmail Export

 Exports can only be deleted when the status is not one of the following: Deleted, Pending, Error, or Expired. 



Select the appropriate User and click Delete.  A confirmation screen will come up.  Select OK.  


The status of the export will now say Deleted.




Subpages (1): Gmail Export FAQ