Scan data in Exchange Online

1. In the Google Admin console, go to Menu Data Data import & export Data import Advanced.

   Go to Advanced

   You must be signed in as a super administrator for this task.

2. For Advanced, click New scan.
3. For Scan name, enter a name for the import scan and then click Continue.
4. For Client ID, enter the unique ID number for your Exchange Online account.
5. For Client Secret, enter the client secret value for your Microsoft Entra tenant.
6. For Tenant ID, enter the unique ID number for your Microsoft Entra tenant.
7. Click Connect.

Create a comma-separated values (CSV) file that lists the Exchange Online users that you want to scan. You can create a new CSV file. Or, download a sample file and add information. The completed CSV file must be smaller than 10 MB and contain no more than 2,000 users.

To get details about users in your Exchange Online tenant, go to Create a group in your organization.

To create the CSV file:

1. Using your Workspace administrator account, open a spreadsheet program. Or, in the Admin console, select Download a sample CSV file.
2. Add the header Source Exchange Email and add an email address for each Exchange Online user that you want to scan. Use a separate row for each email address.

   Example:

   Source Exchange Email

   kim@example.com

   alex@example.com

3. Save the spreadsheet as a CSV file.
4. Upload the file to the Admin console:
   1. In your Admin console, click Upload CSV.
   2. Select the fileclick Open.
   3. Click Tasks to confirm that the file is successfully uploaded.
5. If the CSV file doesn't successfully upload:
   1. Select the file and click DeleteYes to confirm.
   2. Create a new file and try to upload it again.

   If you encounter this issue more than once, go to Contact Google Workspace support.

Adjust the following settings to choose the data you want to scan.

1. Click Edit settings.
2. Check one or more of the following boxes to choose which data to scan for all your selected users:
   • Email
   • Calendar events
   • Contacts
3. For Date range, enter a date to start scanning data from the source you selected. All calendar events and email messages sent or received after this date are scanned and all contacts are scanned, regardless of creation date.
4. (Optional) For Email options, check any of the following boxes to specify what kind of email information is scanned:
   • Include deleted emails—Scan deleted email messages.
   • Include junk emails—Scan email messages in spam folders.
   • Exclude specific folders—Enter the excluded folder names, separated by commas. For details, go to Exclude folders from importing.
5. (Optional) To scan the Exchange Online users' calendars and events, including calendars for personal appointments, check the Copy additional calendars box.
6. Click Save changes.

Exclude folders from importing

• Separately add each Exchange Online folder or subfolder name.
• If you exclude a folder, the import doesn't include its subfolders and any email messages in them.
• To exclude a subfolder, use the full path and separate the parent folder from the subfolder with a forward slash (/). For example:
  • If you want to exclude the subfolder Asia in the folder Travel, enter Travel/Asia.
  • If you also add Travel in the list, such as Travel, Travel/Asia, then all the subfolders are automatically excluded.
• To exclude a folder with a forward slash (/) in its name, replace each slash with an underscore (_). For example, to exclude Folder/with/slash, add it as Folder_with_slash.
• You can also exclude default Microsoft folders, such as Deleted Items, Inbox, or Junk email, and user-created folders.

1. Click Start scan.

   The status changes to In progress and the following information is updated in real time:

   • Users processed—Number of users that were scanned for all selected data types.
   • Emails discovered—Number of email messages in the Exchange Online users' accounts.
   • Calendars discovered—Number of calendars that were imported.
   • Calendar events discovered—Number of events in the Exchange Online users' calendars.
   • Contacts discovered—Number of contacts in the Exchange Online users' accounts.
2. You can navigate away from the Scan status report page without interrupting the import scan. Your import scan continues unless you cancel it.
3. (Optional) To export a report for an import scan in progress:
   1. Click Export user report or View scan logs.
   2. If the Tasks list doesn't automatically open with the exported report, click Tasks the report link.
   3. Click Open in Google Sheets to open the report in Sheets.
   4. To export and interpret the reports, go to Understand import scan reports.

To stop an import scan that's in progress, click Stop scan. It might take a few minutes for the import scan to stop, and the import scan process does not roll back.

After you successfully scan the data, you can click Re-run scan to scan any new and updated data.

If there are changes to previously scanned Exchange Online users or data, re-running the import scan identifies and updates the scan report.