[Editor note: We have updated this very important post from our previous 2013 version! The information below is current as of 6 May 2016.]
This is always a difficult time of year as we say “see ya later” to colleagues, students and families who are leaving our school. To make the transition a little easier, here are some ideas on taking your Google items with you.
The first step to make the transition is to create a personal Google account for yourself. This will become the new home for all the things you’d like to transfer from your account at UWCSEA.
To take things with you, we will use Google Takeout, but first it’s important to separate the things you want to leave behind from the things you want to take with you.
For really important documents, you might consider transferring ownership over to the department account.
You’ll also need to think about those files that you will want to take with you when you leave. One systematic way to do this is to create a separate folder in your My Drive where you collect these files (e.g. “Take Out” folder). As you go through documents in other parts of your Drive, add them to this “Take Out” folder — be sure you add and not move by holding down the Option key when you drag to your new folder.
Cleaning your digital debris can be a daunting task, but it’s necessary to make sure documents are left with those who depend on them, and that you have the documents you need when you depart.
Similar to how you organized your Drive, in GMail you can create a label for all the email you intend to take with you. When you go to use Google Takeout later, you can then choose if you want to bundle all of your email into that archive, or if you’d just like to take email with a particular label.
1. Go to the site you wish to transfer and click the Settings icon, then choose “Manage Site.”
2. Click “Sharing and Permissions” and add the department account an “owner” of the site (you can have multiple owners of a site). Click “OK.”
You may want to preserve some of the Google Sites you’ve created in the college and keep copies for yourself later. To do this, the steps are similar:
Takeout allows you to specify folders you’d like to export from your Google Drive (you don’t have to take the whole thing). Note that you cannot export folders and documents from Drive where you are not the owner.
Once you’ve selected all the services and specific data, you can click “Next” and Google will tell you it is preparing your archive and will email you when it is ready. It might take a few hours or a few days, depending on how much data you have, but eventually you will get a .zip folder with all of the files. Double click the downloaded .zip folder to uncompress them. Using Google Chrome, log into your personal Google account and upload the entire folder to your new account.