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How to Copy Data from One Google Workspace ID to Another (Emails, Drive, Contacts & Calendar)

πŸ“… 07 Mar 2026 πŸ“‚ General πŸ‘ 1 views

Organizations using Google Workspace often need to transfer data from one user account to another. This situation commonly occurs when:

  • An employee leaves the company

  • A new email ID is created for the same user

  • Data needs to be moved between departments

  • Accounts are being consolidated

  • Email IDs are renamed or replaced

Google Workspace provides several methods to migrate data safely without losing files or emails.

This article explains all reliable methods for copying or migrating data from one Google Workspace account to another, including Google Drive, Gmail emails, contacts, and calendars.

1. Transfer Google Drive Files Between Accounts

Method 1: Share Files and Transfer Ownership

This is the simplest and fastest method if both accounts belong to the same Google Workspace domain.

Steps

  1. Login to the source account.

  2. Open Google Drive.

  3. Select the files or folders you want to transfer.

  4. Click Share.

  5. Enter the destination email ID.

  6. Give Editor permission.

  7. Click Share.

  8. Open the sharing settings again.

  9. Change the role from Editor β†’ Transfer Ownership.

Result

  • Ownership of files moves to the new account.

  • The new user becomes the primary owner.

  • Files remain accessible to other collaborators.

Important Notes

Ownership transfer works only when:

  • Both users belong to the same Workspace domain

  • The file type supports ownership transfer

2. Transfer Gmail Emails to Another Account

Email migration is often required when:

  • A user changes email ID

  • Accounts are merged

  • Employees leave the organization

Emails can be migrated using Gmail Import Tool.

Steps

  1. Login to the destination Gmail account.

  2. Open Gmail Settings.

  3. Go to Accounts and Import.

  4. Click Import mail and contacts.

  5. Enter the old Gmail address.

  6. Allow authentication.

  7. Select the items to import.

Data that can be imported

  • Emails

  • Contacts

  • Labels (in some cases)

The migration process runs in the background and may take several hours depending on mailbox size.

3. Transfer Data Using Google Workspace Admin Console

If you are an administrator, the best professional solution is using Google Data Migration Service inside the Google Admin Console.

This method allows administrators to migrate data without user interaction.

Steps

  1. Login to Admin Console

  2. Navigate to

Admin Console β†’ Data Migration

  1. Select the migration source

  2. Choose Google Workspace

  3. Enter:

Source User Email
Destination User Email

  1. Select the data type:

    • Gmail

    • Google Drive

    • Contacts

    • Calendar

  2. Start the migration process.

Benefits

  • No need for user login

  • Suitable for multiple users

  • Secure server-side transfer

  • Maintains folder structures

4. Transfer Data Using Google Takeout

If accounts belong to different domains, ownership transfer may not work. In such cases, use Google Takeout.

Steps

  1. Login to the source Google account.

  2. Visit Google Takeout.

  3. Select services such as:

    • Gmail

    • Drive

    • Contacts

    • Calendar

  4. Create export.

  5. Download the ZIP archive.

  6. Upload the files to the new account.

Limitations

  • Requires manual upload

  • Large data may take time to download

  • File ownership resets

5. Transfer Contacts Between Google Accounts

Contacts can be transferred easily.

Export Contacts

  1. Open Google Contacts

  2. Click Export

  3. Choose Google CSV format

Import Contacts

  1. Login to the destination account

  2. Open Google Contacts

  3. Click Import

  4. Upload the CSV file

6. Transfer Calendar Events

Calendar migration can also be done through export and import.

Using Google Calendar:

Export

  1. Open Calendar settings

  2. Click Import & Export

  3. Export the calendar file (.ICS)

Import

  1. Login to the new account

  2. Open Google Calendar

  3. Import the ICS file

All events will appear in the new account.

7. Best Practices for Business Data Migration

For organizations managing multiple employees, follow these practices:

Plan migration before deleting accounts

Never delete a user account before transferring:

  • Email archives

  • Drive data

  • Shared folders

Use admin tools when possible

Admin migration tools are safer because:

  • Data remains within Google servers

  • No manual downloading required

  • Permissions can be preserved

Maintain backup copies

Always keep a temporary backup for important data.

Conclusion

Migrating data from one Google Workspace account to another is a common administrative task. Google provides several methods depending on the situation:

  • Drive Ownership Transfer – best for internal transfers

  • Gmail Import Tool – useful for copying emails

  • Admin Data Migration Service – ideal for business environments

  • Google Takeout – suitable for cross-domain transfers

Choosing the correct method ensures data integrity, minimal downtime, and secure transfer of business information.



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