As we move closer to June, many folks will find themselves leaving their current school district. Seniors will graduate, younger students will move over the summer, staff will retire or transition to new districts. What these people sometimes forget is that once they leave, their school Google accounts will be deactivated and then deleted. Luckily, Google offers a few different ways to save, transfer, or change ownership of all of your data. No matter which option you choose, I strongly recommend taking some time to delete anything that you do not want to keep. It will make these processes much faster!
Option 1: Transfer Google Drive and Gmail to a different Google account
This option allows you to move all of your Drive and Gmail content to a different Google account. This is a great option for teachers who are moving to a different school district and are able to access both accounts at the same time. It is also a quick way for students to move files from their school account to a personal or college account. Here's the process:
1. Go to takeout.google.com/transfer
2. Enter the email address of the Google account that you want to transfer the data to
3. Verify the account by checking your email and clicking the "Get confirmation code" button:
4. Choose whether to transfer your entire Drive, your entire Gmail, or both - and then start the transfer:
Depending on the size of your Drive and number of emails, this process could take minutes, hours, days, or weeks to complete, but you do not need to keep anything open. You will receive an email when it is complete. Your new Drive will now have a folder that contains everything from your school Drive.
One thing to note with this process - your school Google account does not have a storage limit, but personal accounts do. If you want to transfer everything to a personal account, you may need to pay for increased storage in your personal account.
This page will show you how much storage you are currently using and if you are logged into your personal account, you will see an option to purchase additional storage if necessary.
Option 2: Download ALL Google related content to your computer
This option is a good choice if you do not have another Google account to send your content or you just want to save everything to your own computer or external hard drive. The other benefit to this option is that you can download more than just Drive and Gmail files. Here's the process:
1. Go to takeout.google.com
2. Select which types of data you want to download...there are a lot of options!
3. The next step lets you choose the frequency, file type, and size of the download. Most likely, you will use the following settings, but you may opt to increase the file size if you know you have a lot of large files in your account:
4. Once you click "Create export", the process will begin. You do not need to stay logged in, as it may take days or weeks depending on the size of the files. You will receive an email when the export is complete. Follow that link to download your .zip file(s). These can then be stored on your computer, external hard drive, or flash drive until you are ready to import them into a new Google account.
Option 3 - Transfer ownership of Drive files
This option technically isn't about moving files for yourself - it is about files you may own that need to go to someone else - for example...documents related to a specific class or club that will continue once you have gone. To change ownership of a file, first share it with the new person as an editor. Then return to the share screen and change them from "Editor" to "Transfer ownership". Note that you can only transfer ownership to someone else in your school district's organization.
To all students and staff that are moving on to new places - best of luck to all of you and I hope these overviews help make your transition a little easier!
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