How to set up and manage Export Emails to Google Sheets for your multiple Google Workspace accounts

To learn more about Export Emails to Google Sheets by cloudHQ, click here.
To install Export Emails to Google Sheets chrome extension, click here.
To install Export Email to Google Sheets Google Workspace Add-on, click here.
To start our wizard to export emails to Google Sheets, click here.
  1. Introduction
  2. Overview
  3. Install cloudHQ to your Google Workspace
  4. Setting Up Continuous Backup and Organization of Attachments
  5. Setting Up Continuous Email Backup

Introduction

This guide shows you how to set up and manage Export Emails to Google Sheets for teams automatically. Once set up, the team admin can:

  • Back up all email accounts regularly to a centralized Google Sheet and Google Drive or Shared Drive folder.
  • Back up and organize all attachments into a centralized Google Sheet and Drive folder sorted by company, domain, and type.
  • Manage user access by adding or removing users.

Why use Export Emails to Google Sheets in a team?

  • Email Backup: Keep a centralized backup and archive of all company emails in one spreadsheet.
  • Attachment Management: Manage attachments effectively in a centralized Google Sheet and Drive folder.
  • Centralized Billing: Simplify finances with combined billing for the entire team.

For example, a company handling many invoices monthly can benefit from Centralized Attachment Management by automatically storing each invoice in a specified folder for easy access by the finance team, streamlining operations and ensuring compliance.

Overview

Here’s a brief overview of how to set up Export Emails to Sheets for your organization.

You need to be logged into cloudHQ as the admin of your Google Workspace to use Export Emails to Google Sheets. Easily create an account here: https://www.cloudhq.net/getting_started/apps

After account creation, install cloudHQ on your Google Workspace domain. This allows you to add users easily.

Run the admin wizard to set up continuous saving and organization of all attachments or a backup of all email messages.

Install cloudHQ to your Google Workspace

To use Export Emails to Google Sheets for your Google Workspace, ensure you’re logged into cloudHQ as a Google Workspace admin.
Install the cloudHQ app on your domain and add users. Instructions: How to add Google Workspace users to join your cloudHQ team (if you are Google Workspace admin)

More details on managing cloudHQ users see support note IT admin: How to manage cloudHQ users

After adding users, check the Users tab to see them.

Setting Up Continuous Backup and Organization of Attachments

Using continuous backup and organization of attachments helps companies manage all documents easily. Export Emails to Sheets ensures every invoice is stored correctly, streamlining operations, ensuring compliance, and improving document management.

Here’s how to set it up:

  1. Start the Export Emails to Sheets wizard.
  2. Select Admin: Export/backup emails from multiple Gmail accounts in my domain
  3. Select users for continuous monitoring. cloudHQ will watch their inboxes and save any new attachments.
  4. Select Attachments Manager
  5. The wizard will ask for options. We suggest using Google Shared Drive, an excellent location for attachment storage and sharing.
  6. Specify the date range. If older attachments are not needed, set a range with After
  7. Start the jobs

Setting Up Continuous Email Backup

Set up continuous backups for multiple email accounts to a centralized Google Sheet and Drive folder.

This centralizes email data for easy review and analysis, enabling efficient storage and accessibility. A business can store client emails in a single spreadsheet and folder, making them accessible for collaboration or audits.

Centralizing email data has two main benefits:

  1. Organization and Accessibility:
    Centralizing email data in one place makes it easier to review and analyze. This organized storage enhances team collaboration and streamlines audits.
  2. Data Security and Reliability:
    Continuous backups prevent data loss by securely storing emails in one place. This ensures consistent record-keeping and reduces the risk of data loss.

Here’s how to set it up:

  1. Start the Export Emails to Sheets wizard.
  2. Select Admin: Export/backup emails from multiple Gmail accounts in my domain
  3. Select users for continuous monitoring. cloudHQ will watch their inboxes and save any new attachments.
  4. Select Backup
  5. The wizard will ask for options. We suggest choosing a Google Drive folder for storing PDFs.
  6. Specify the date range. If older emails are not needed, set a range with After
  7. Start the jobs
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