How can I estimate the total backup data for Microsoft 365 and Google Workspace?

How can I estimate the total backup data for Microsoft 365 and Google Workspace?

Purpose

This article shows you how to estimate the total amount of data to be backed up (hereafter, "total backup data") in your Microsoft 365 and Google Workspace accounts by looking at the email service metrics.

You can use this information to estimate how much storage you'll need on your NAS prior to choosing a Synology device and using Active Backup for Microsoft 365 or Active Backup for Google Workspace to back up your data.

Resolution

Estimate the total backup data on Microsoft 365 and Google Workspace

Email services typically make up around 80% of the total storage capacity and have a consistent growth rate compared to other services. Therefore, determining the following metrics will allow for an accurate estimate of the total backup data.

  • Current mailbox size: This number represents the amount of space currently utilized by the mailbox in Microsoft 365 or Google Workspace.
  • Average number of daily email activities: This number represents the average number of incoming and outgoing emails per day.

For Microsoft 365

  1. Sign in to Microsoft 365 admin center using your organizational administrative account.
  2. Go to Reports > Usage.
  3. Click View more under Email activity.
    1.png
  4. Go to Mailbox usage > Storage to see the Amount of storage used.2.png
  5. Go to Email activity > Activity to see the Number of actions by type.3.png

For Google Workspace

  1. Sign in to Google Admin console using your organizational administrative account.
  2. Go to Reports.
  3. Click Accounts under Apps Reports to see the Total storage used.4.png
  4. Click Gmail under Apps Reports to download the statistics report that tracks the number of outgoing and incoming emails.5.png