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Google Data Export vs. Help Desk Migration: What Is the Best Tool for Gmail Export?


It's no surprise that many businesses still use Gmail to manage their customer service operations. However, primitive systems contain an excessive amount of historical data. As a result, if you decide to shift to another, you won't be able to leave these records behind, and the migration procedure might become a headache.


Another aspect to consider is that help desk systems are evolving, and you may be overlooking technologies that might improve the customer experience. Given the competitive nature of the industry, a boost in this area may significantly impact your bottom line.


Another puzzle concerns Zendesk vs. HubSpot Service Hub. Both platforms, however, include essential help desk capabilities that assist in providing efficient customer support.


There's no better opportunity to take on the challenge than now, with Google changing their free G Suite to premium membership services. Continue reading to understand how to make data transfer to a help desk system easier.

What is the Fuss Around Gmail Data Migration?

If you use the free Google applications for business, you may not be available for long. The free G Suite has been rebranded as Google Workspace and now includes cloud-based productivity and collaboration capabilities. You must upgrade to a paid membership before May 1, 2022. After that, you can use the services for free until July 1, 2022.


If you don't update your accounts, Google will renew your organization's membership plan to the one that best fits the features you're using now. However, Google will suspend your account if you don't enter your billing information before July 1.


It's essential to look into your alternatives as you'll have to pay for the account. You don't have to stay with Google, believe us. You may have long contemplated using help desk management software for client interactions. Why?


You could be concerned about the information you'll leave behind. It's understandable because you can only get the most out of a help desk system if you have all of your customer support data in one place. However, the good news is that you can export data from your Google accounts in various methods.

Who Wins in Gmail vs. Help Desk System Comparison?

Although Gmail may appear to be the simplest option, the HubSpot Service Hub of "help desk system" would make managing client complaints or tickets much easier. Let's take a look at how they stack up.

1. Centralization

It's tough to keep track of every issue when you only work with emails. Customer service professionals may make a mistake and copy the wrong individual. You'd have to go through multiple email exchanges to discover specific data or come up with a solution most of the time.


Customer service tools with a ticket tracking system store all essential information in one place, allowing you to monitor a problem's progress quickly and ensure it's fixed.

2. Professionalism

Help desk systems are no longer just for big businesses, with many alternatives available. Even small organizations may ditch shared-inboxes in favor of software to handle issue resolution more professionally and efficiently.

3. Empowering customers

Customers want their problems fixed as soon as possible, even if it means completing the work themselves. Unfortunately, your customer service personnel may not be accessible to answer emails 24 hours a day, seven days a week. However, a help desk system can help with this. In addition, you may create a knowledge base so that your consumers can get rapid answers to their queries without waiting for an email.


You'll end up with a win-win situation: you'll be able to aid consumers quickly while also relieving your customer service staff of some of their responsibilities.

4. Performance metrics

Help desk systems allow you to manage client inquiries and assess the effectiveness of your support workers. For example, you may use Gmail to review your customer service employees' answers, but finding trends and tracking KPIs will be more difficult. Help desk software with analytics and reporting capabilities allows you to take performance tracking and optimization further.

5. Prioritization

When using Gmail, the natural impulse is to deal with problems as they arise. On the other hand, Ticket tracking helps your team correctly prioritize jobs. Tickets may be sent to the appropriate tier level, allowing employees with specialized knowledge to handle the more complex cases. In addition, the approach eliminates the constant back-and-forth associated with email communication.

6. Collaboration

Gmail can be a powerful collaboration tool when used with the other Google Workspace products. It also integrates with word processors, spreadsheets, and presentation tools, similar to Microsoft 365.


Shared inboxes make it more difficult to collaborate as a team, especially when dealing with various consumer issues daily. In this regard, productivity tools lose out to a system that allows numerous agents to simultaneously work on a single ticket.

7. Continuity

When a customer service professional departs or is transferred, help desk solutions, unlike Gmail, allow you to transmit pending tickets to other personnel simply. You may also assign tasks much more successfully to keep up the good job.


Now that we've persuaded you of the benefits of switching to a help desk system let's look at how you transfer your data from Gmail to your preferred help desk platform.

Data Export tool vs. Google Takeout vs. Help Desk Migration

Don't worry; data exporting will be a breeze with the correct tool. Here are a few ideas to think about.

Short Google Takeout Review


  • Google Takeout allows you to download and export data from all Google apps linked to your account. The files are compressed or.tgz files.
  • Users employ this tool frequently to relocate big picture collections, free up Google Drive space, export bookmarks, shift archives to other cloud services, and migrate blog entries to a new platform.



  • However, there are certain drawbacks to using Google Takeout. For starters, you won't be able to download files that you don't own. Also, if you move data that a larger team handles, it will be an issue.
  • Second, you may only partially download extra-large files.
  • Third, whatever progress you've made will be lost if you lose internet connectivity, and you'll have to start over.



You won't be able to acquire all of the documents linked to customer service due to various restrictions.

Quick Data Export Overview


  • While Google Takeout is for personal accounts, Data Export allows businesses to export data from G Suite or Google Workspace. All user data may be exported to a Google Cloud archive by the domain's super administrators.
  • Individual users may also be asked to download their data by the administrators. However, there is a catch: this will only function if each user has Google Takeout enabled.



  • There are certain drawbacks to using Google Data Export. First, it only works if you've had your account for at least 30 days.
  • In addition, if you have more than 1,000 users, you'll need to contact Google Cloud Support. However, if you lose your super admin access, any export procedure will immediately stop.



The tool requires you to persuade every user to turn on Google Takeout, which will be difficult due to the many users you have.

Help Desk Migration Overview

Even if you use a Google Data export tool to export or download the information correctly, you still have to deal with data mapping. Incompatible formats, mismapped data, and missing records are common difficulties arising during Gmail data migration.



  • Help Desk Migration ensures that your data gets to the target platform without remapping or data loss. You may map the data's destination as you set up the migration. It implies that a usable help desk tool will be available as soon as the procedure is finished.
  • Because the program supports CSV files, you can make backup files when exporting Gmail data.
  • You may export tickets, contacts, agents, ticket attachments, public ticket notes, ticket tags, and inline ticket photos using the Migration Wizard, established and updated at.



  • Although Help Desk Migration is completely functioning, it is under review by Google. To link your account to the Migration Wizard, you'll need to make a couple more button clicks. Follow this guide to connect your GSuite account if you're a GSuite user.
  • At this time, our migration service does not allow you to export private notes or custom fields.



With the HubSpot Service Hub, Gmail export to a help desk platform is fully automated and includes mapping. Many systems, including Zendesk, Freshdesk, and Jira Service Management, are supported by the migration service.


A good help desk strategy may lead to exceptional customer service. It will improve your customers' experience and your agent's efficiency and performance. Ultimately, you'll see a difference in your bottom line before realizing it.


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