Easy Tech TutsHow to Archive User Google Workspace Easily 2026
By Impran M N
When an employee leaves or changes roles, archiving their account lets you retain important emails and files without paying for an active license. This guide explains how to convert a user to archived status in Google Workspace and what happens to their data.
01Decide if archiving fits your needs
Archiving is best when you need to keep a former employee's data for compliance or legal reasons but don't need them to actively use the account.
02Convert the user in the Admin Console
Locate the user account and select the option to convert it to an archived user rather than suspending or deleting it.
03Understand data access changes
Once archived, the user loses active access to Gmail, Drive, and Calendar, but their data remains stored securely and searchable by admins.
04Review pricing considerations
Archived users typically cost less than a full license, though there may still be a reduced archived-user fee depending on your Workspace edition.
05Know how to restore an archived user later
If needed, you can convert an archived user back to active status, restoring their full access and data in the process.
Frequently asked questions
What's the difference between archiving and suspending a user?
Suspending blocks access but still bills at the full license rate, while archiving is designed specifically to reduce costs while preserving data long-term.
Can I still search an archived user's emails?
Yes, admins can typically still access and search an archived user's email and file data even though the user themselves can't log in.
Does archiving delete the user's Drive files?
No, archiving preserves the user's Drive files along with their Gmail data rather than removing anything.
How much does archiving a user cost compared to deleting them?
Archiving usually carries a reduced fee compared to a full active license, making it cheaper than keeping the seat active, though not entirely free like deletion.
Watch the full walkthrough
The same steps, demonstrated on screen from start to finish.
