Export Google Workspace Calendar and Save G Suite Calendar

G Suite admins worldwide often have to export Google Workspace calendar events. This requirement can appear all of a sudden for compliance reasons. Moreover, exporting calendar items and keeping them offline is a well-known backup practice too.

Whatever your reason may be here we have a long list of methods applicable in various scenarios. Individual users who just want a secure copy of their calendar or admins who want to extract calendar details from thousands of accounts can use the methods prescribed here.

How to Export Google Workspace Calendar as a Basic HTML Page?

• Toggle the calendar view
• Right-click anywhere on the page
• Then, click on Save as…
• Select the destination, confirm the format (HTML), and press Save.

Beware when you view this HTML file externally it will be a crude and un-appealing format that serves no practical purpose. It would be better to save the photo of the calendar so let’s see the steps for the same.

Capture the Image of Your G Suite Calendar and Keep it Offline

Open the Google Calendar app on your browser.

Adjust the screen size and underlying contents by:

• Maximize the window to export the Google Workspace calendar accurately.
• Toggle/disable calendars from view.
• Hide the main menu by clicking on 3 horizontal bars at the top left corner.
• Then, use the most suitable View format (Day, Week, Month, Year Schedule, 4 days)
• Zoom in/out.
• Hover over and expand particular events.

Then use the snipping tool or screenshot shortcut to capture the Google calendar.

Save this image on your workstation.

This screenshot method is quick but can only help you save a small section of your calendar. Therefore, if you wish to preserve a greater range of data then it is better to rely on the default calendar print option in Google Workspace.

Part 1 of Printing Process to Export Google Workspace Calendar Explained

Log on to calendar.google.com and continue from there.

• Step 1. Choose a viewing format (Day, Week, Month, Schedule*, 4 days).

We recommend that you select the Month option as it provides the most flexibility.

* On selecting the Schedule type for print the print preview window is different and includes More options like:

• • Print descriptions
  • Print end times (enabled)
  • Print attendees (enabled)
  • Print your response

• Step 2. Then, click on the settings gear.
• Step 3. Press Print to export Google Workspace calendar.

Note: If you select a Year view, the Print option will disappear. However, there is a way around this limitation, explained below.

• Step 4. Then, a new Print preview window opens, where you see a glimpse of how a single page of your export will look and how many pages there will be.
• Step 5. Moreover, you can adjust the Print range, which is a set of two dates in DD Mon YYYY format.
• Step 6. By default, the date range will be whatever you set in the viewing format dropdown. Moreover, you can change it by clicking on the date and using the calendar menu to pick a suitable time frame from which to export your Google Workspace calendar.

While finalizing the Print range, make sure you set the starting date first and then the ending date.

If you try to do it in reverse order or, for some reason, change only the start date, the end date will change automatically to reflect the preset time interval.

Part 2 of Default Print Option to Save Google Workspace Calendar as PDF

• Step 7. You can adjust the View.

The Auto (default) for the Month format is a classic calendar box style with 35 elements in a 5×7 grid.

Another type of view option is Day-wise, where the screen becomes like a notebook with horizontal lines dividing the page into equal subsections for every 15-minute interval. If you choose this format, the number of pages will increase significantly for large time intervals.

The last view option is Week, which is a hybrid between the two. You get the horizontal quarter-hour division in a weekly grid.

• Step 8. The font size parameter, surprisingly, is not a numerical counter but rather a spectrum consisting of: Smallest, Smaller, Small, Normal, Big, Bigger, and Biggest. Choose the one that best fits your requirements.
• Step 9. Orientation, again, is by default set to Auto, which is Portrait for Day and Landscape for Week and Month. However, you can freely select the orientation you require, irrespective of the viewing option.
• Step 10. The preview window will reflect all changes in real time.
• Step 11. Finally, we have the Color and style parameter, which has only a few options to choose from: Outline (lightens the colors/reduces transparency), Full color (maintains the full-color values as they are in the user calendar), and Black and white (changes the color values to monotone).
• Step 12. At the end, you have two checkboxes: Show weekends (enabled by default) and Show events that you’ve declined (disabled by default). Click on the respective box to include or exclude them from your export.
• Step 13. Then, click on Print.
• Step 14. A window titled “calendar.google.com wants to save” opens.
• Step 15. Determine the location and adjust the name, which by default is calendar_yyyy-mm-dd_yyyy-mm-dd.pdf (start date followed by end date).
• Step 16. Finally, Save.

Use Google Takeout to Export Google Workspace Calendar

• Step 1. Go to takeout.google.com.
• Step 2. Then, click on Deselect all.
• Step 3. Scroll until you see Calendar.
• Step 4. Then, mark the empty checkbox next to it.
• Step 5. Scroll down and click on the Next Step button.
• Step 6. While configuring the destination keep the Transfer to option as Send download link via email (or choose from one of the options below).
  • Add to Dropbox
  • Add to OneDrive
  • Add to Box
• Step 8. Choose frequency as Export once (or choose auto exports that happen Bi-monthly for 1 year from the starting date).
• Step 9. Then, select the File type (.zip/.tgz) and Size (1 GB, 2 GB, 4 GB, 10 GB and 50 GB).
• Step 10. Click on Create Export.
• Step 11. You will receive the export in your intended location soon.

The best part about using Takeout is you can import Google Takeout data to new account to whenever you want. However, there is an even simpler alternative to takeout would be to use the built-in export mechanism in the Google Calendar web app.

Steps to Export G Suite Calendar Data via the Web App

• Step 1. Click on the Cog icon to expand the Settings menu.
• Step 2. Then, tap on Settings.
• Step 3. Go to the Import & export tab.
• Step 4. Then, click on the Export button.
• Step 5. A new window will open through which you can allow calendar.google.com to save or deposit a zipped iCalendar file into a particular local file.
• Step 6. Finally, unzip the iCalendar file and use an appropriate viewer to view the data.

Unfortunately, you can’t export your calendar from the Google Calendar mobile app. If you are on a computer and still not able to export the calendar then it may be that your admin has locked this feature. Follow the guide below to unlock Takeout for users.

G Suite Admin’s Guide to Unlock User Calendar Takeout

• Step 1. Sign in to the Google Admin console.
• Step 2. Then, go to Menu > Apps > Google Workspace > Takeout. (Or search for “Takeout” in the Admin console search bar).
• Step 3. Then, select Takeout service.
• Step 4. Choose On or Off for users in your organization.
• Step 5. Finally, click Save.

While you are in the admin center you have access to a powerful data export feature you can use this to extract the organization-wide calendar details with 0 user involvement.

However, before you start the tool an important disclaimer:  The Data Export tool will export all Google Workspace data for the selected users or the entire organization.  Although it can’t export G Suite emails to PST, you only get a compressed version of MBOX files

This means you cannot use this tool to export only calendar data. If this limitation is acceptable then follow these steps.

• Step 1. Sign in to the Google Admin console as Super Admin.
• Step 2. Go to Menu > Data > Data import & export > Data Export.
• Step 3. Then, click Set up new export.
• Step 4. Enter a Name for this export of Google Workspace calendar.
• Step 5. Then, choose Export scope: All user data or specific users.
• Step 6. Select Destination: Google-provided bucket or your own bucket.
• Step 7. Finally, click on the Start export button.

It takes anywhere from 48 hours to 14 days for the export to complete. Once done you have to spend extra time filtering out calendar items from the rest of the data.

Admins can easily avoid all these labor-intensive manual tasks by relying on an automated solution instead. More on that can be found in the next section.

Export Google Workspace Calendar Professionally

The SysTools Google Workspace Export Tool is purpose-built for such scenarios. Moreover, any delegated member with access to an admin credential can use this tool straight out of the box with no additional training or tutorial.

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The simplistic GUI module combined with powerful filtering options makes it an essential requirement for any admin looking to download a copy of G Suite calendar items.

Here is the list of steps you need to perform to use this tool.

• Step 1. Launch the tool and select G Suite as the source. For destination you can pick PST, File System(for .ical), or PDF.
• Step 2. On the same screen scroll down to the Workload section and only mark the checkbox next to Calendars. You will also see a date filter which can be used to set the time range for the export.
• Step 3. Then, the source screen is where you perform the Google Workspace admin credential validation.
• Step 4. Likewise, to export the Google Workspace calendar correctly validate the destination screen details like the output path.
• Step 5. Then, use any one of the 3 mapping options (Fetch, Import, Download) to get the user list.
• Step 6. Make further selections on the user list apply priority via the star icon marker, Validate, and press the Start Export button.

Conclusion

Here readers find exactly what needs to be done in order to export Google Workspace calendars safely.

Although the manual methods can help users/admins to get the calendar data they are often too labor intensive. Thus, fails to justify the amount of effort required for a seemingly low-priority task.

That is why it is always better to rely on a professional solution for speedy and on-time delivery of the required calendar items.

Frequently Asked Questions

• Q. Is it possible to export a shared Google Calendar that I don’t own myself, but have permission to view/edit?
  A. Yes, you can but only if you possess the “Make changes and manage sharing” type access which is the highest level of delegation and gives the shared account near owner-like control over the calendar contents. Moreover, in an organization admin can restrict this delegation transfer between users.
• Q. How does calendar export interact with the recurring events? Do all instances of a meeting/item make it out or just a specific date range?
  A. Depending on the type of export methodology you employ the behavior of recurring events changes. For Google Takeout or the built-in export, all instances of a recurring event export out. Moreover, this even applies to the ones outside of your current view. However, other methods like the Print method will only export the instances visible within the selected date range.
• Q. Will I retain access to calendar attachments (like files linked to events) in any of the export methods?
  A. No, calendar attachments are not typically included in the standard export methods (Takeout, built-in export, print). Even the .ics format primarily stores event data (date, time, description, attendees), but not the associated files.