Published on May 11, 2025 5 min read

Best Google Apps Backup Tools to Keep Your Data Safe

Losing your Google data might seem unlikely, given the stability and security of Google’s systems. However, data loss can occur due to accidental deletion, overwritten files, or revoked access after an employee leaves. When your email history, contacts, calendar events, or critical files disappear, a reliable backup is essential. Third-party solutions provide better control and restore options that Google itself doesn’t offer. Below are seven tools that stand out for their features, reliability, and ease of use.

Best Google Apps Backup Solutions

SpinOne (formerly SpinBackup)

SpinOne offers more than just data storage. It includes real-time threat detection and ransomware protection, supporting Gmail, Google Drive, Calendar, Contacts, and Shared Drives. Your data is backed up up to three times per day to secure third-party clouds like AWS or GCP. The user-friendly restore process allows you to recover single files or emails without affecting everything else. The organized dashboard provides access to each service and account from one place, and admins can set up alerts for potential data issues. SpinOne is ideal for those who want more than basic backup—it actively helps prevent bigger problems.

Afi.ai

Afi.ai handles backups efficiently, supporting Gmail, Drive, Calendar, Contacts, Shared Drives, and Google Sites. Once connected, it runs daily backups automatically. Its built-in anomaly detection flags large-scale deletions or edits, alerting the admin. The interface is designed for clarity, allowing you to see which services are backed up, when they were last updated, and choose exactly what to recover. Admin features include delegated roles for management without full access, making it a strong pick for small IT teams.

SysCloud

SysCloud focuses on security and compliance, making it useful for educational institutions and regulated industries. It supports all core Google Workspace apps and includes tools for tagging, classifying, and managing content based on sensitivity. You can filter backups by content type or keywords and preview items before restoring them, which helps avoid outdated or irrelevant versions. The interface provides restore options without digging through settings, and the built-in audit features assist organizations with review or documentation requirements. SysCloud offers fine-grained control over how data is handled and tracked.

Backupify

Backupify is built for scale, backing up Gmail, Drive, Calendar, Contacts, and Shared Drives. It suits everything from small teams to large companies. It offers retention settings for deleted user accounts, which is useful for managing offboarding and transitions. Backupify’s dashboard gives a clear overview of protected accounts and lets you restore individual items without needing to roll back entire folders. For companies that need reliable backup without daily monitoring, Backupify’s hands-off approach is ideal.

CloudAlly

CloudAlly provides a straightforward backup system for Gmail, Drive (including Shared Drives), Calendar, Contacts, and Tasks. It's popular among nonprofits and schools due to its ease of use. Backups are scheduled, encrypted, and stored securely in AWS data centers. A practical feature is the keyword search within backups, making finding specific data faster. You can export data if needed or restore it directly into a Google account. Designed for consistency and ease, CloudAlly offers essential backup features without overwhelming you.

ManageEngine RecoveryManager Plus

ManageEngine's RecoveryManager Plus, although less known in the Google Workspace scene, offers deep functionality, especially for managing both Google and Microsoft environments. It covers Gmail, Drive, Contacts, and Calendar, focusing on granular recovery—restoring specific folders, labels, or even a single email from a certain point in time. It provides full backup visibility through a detailed dashboard, with filtering options to pinpoint what you need to restore. The tool supports scheduled backups and retains multiple versions of modified data for tracking changes, making it suitable for hybrid cloud setups or strict backup frequency control.

Druva inSync

Druva inSync is designed with enterprise needs in mind and includes built-in compliance support. It covers Gmail, Drive, Contacts, Calendar, and Shared Drives while also integrating with other cloud platforms. The system automatically applies backup policies and enables location-based rules, useful for international teams with different data regulations. It offers centralized monitoring and includes endpoint protection, making it more than just a Google backup tool. Recovery is smooth—you can select specific items and restore them without disruption. Druva inSync is best for companies needing multi-platform backup with a robust policy engine.

How to Use SpinOne to Back Up Google Apps Data

Getting started with SpinOne is straightforward. Sign up using your Google Workspace admin credentials and follow the setup wizard to select services to protect—Gmail, Drive, Calendar, and more. SpinOne automatically backs up your data several times a day. From the dashboard, view each user’s backup status and activity history. If something goes missing, go to the relevant section (like Drive), locate the file using filters or keyword search, and hit “Restore.” The file will be placed back into its original folder. Admins can also export data or adjust retention settings based on company policy, all without needing extra plugins or tools.

Final Thoughts

Third-party backup tools provide better options and peace of mind if something goes wrong with your Google Workspace data. SpinOne, Afi.ai, SysCloud, Backupify, CloudAlly, ManageEngine, and Druva each bring unique features. Whether you need fast restores, better control, or compliance assistance, there’s a tool here that fits your needs.