Transfer ownership of an email alias with associated emails

[hugobosse]

Hello all,

We use a lot email aliases to structure conversations by subject.

For example, I take care of RGPD so I receive all emails concerning this subject to an email alias rgdp@domain.com

I would like to pass on this responsibility to another colleague so i would like to transfer ownership of this alias to another person which is easy. I would also like to transfer all the emails I received on this alias to another user in my workspace. I have not found anyway to do that.

Can you help me ?

For now I have found that you can merge 2 users but not transfer only a part of a user to another in the same workspace

[newman]

If it's just one alias doing this manually may not be an issue, if there is a large number of these you might want to use a third party migration tool.  In the admin panel there is a migration tool.  The easiest way is to put all of these email messages into a folder and then migrate only that folder over.  The migrate tool doesn't allow you to select a folder but it does allow you to exclude folders, so you could exclude all but the desired folder.

In the future you may want to consider using groups instead of aliases for this use case.  You can add or remove people to the group as needed and the messages would be available in the group mailbox without a need for migration.

[ajojose33333344]

@hugobosse  as mentioned by @newman  you can label the emails associated with an alias into a particular label and exclude all other labels and do the migration using the Google Workspace data migration tool.

[hugobosse]

Interesting workaround. Indeed the problem is just between 1 or 2 accounts. we are a small organization. I am not confident it would work for us. in this case since the part to not exclude would be around 20% and the risk of forgetting to exclude sensitive information might be a blocker.

@newman The thing with groups is that from my experience if someone replys without every one in cc you do not know who has treated the email. Also is it possible to migrate data from a group to a user if needed ? If a new user comes can he have access to the historic of the conversation on his inbox ?

It is very frustrating. it feels like there is a solution.

[newman · Accepted solution]

Yes there could be some issues with all messages in the group depending on how messages are responded to.  It is possible to migrate group data to and from mailboxes but I believe a third party tool is necessary.  Something like cloudm.io.  

On the below comment not sure of takeout capabilities but you could use Google Vault and export only a specific label or all messages to or from a certain address and export as pst.

[hugobosse]

it seems I can use Google Takeout to create an archive of specific labels. Can I label all emails linked to one of my aliases, archive this label and import the .MBOX in the new users account ?

[ajojose33333344]

@hugobosse  that migration is actually easy but might appear difficult to you when you do it for the first time.

Group have an option to enable only reply all 

[ajojose33333344]

Yes it can be done.

But when you get backup as mbox file you might have to convert it into pst or you will have to use thunderbird to migrate it into another user.