When “Email Down” Means the Account Is Gone: Back Up Your Cloud Data

A client called to say email was down. What looked like a routine problem turned out to be a terminated Google Workspace account that took email, files, contacts and calendar with it. As we discussed on the podcast, the provider’s terms placed the responsibility for backups on the customer. It is a lesson worth repeating.

Your cloud provider is not your backup

Microsoft 365, Google Workspace, Dropbox and similar services keep their platform running. Most of their agreements say the customer is responsible for their own data, and recovery from account problems, deletion or a compromise is limited. Retention features are not the same as an independent backup.

What to back up

• Email, calendars and contacts.
• Files and shared drives.
• Teams or chat content that matters to your records.

Protect the account itself

• Keep payment methods and billing contacts current, and watch renewal dates.
• Use more than one administrator and keep admin credentials in a safe place.
• Require multi-factor authentication and review recovery options.

Test a restore

A backup you have never restored from is only a hope. Ask your provider to show you a recovery of a mailbox or folder at least once a year.

Listen to the episode on the Breaking Down I.T. with Steve podcast below.

Related reading

• backup, disaster recovery and business continuity
• Data backup and recovery for Portland businesses
• Cloud services in Portland: the 2026 business guide

Talk to a local team

PDX Information Technology Services provides managed IT, cybersecurity and compliance support for small businesses in Portland, Lake Oswego, Beaverton, Hillsboro and Vancouver, WA. Plans start at $100 per user per month (Gold) and $180 per user per month (Platinum). Call 971-331-4871 or book a free assessment.