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Graduation Takeout and Transfer Email Template

Graduates,


Congratulations and best of luck in your future endeavors!


As you are graduating, your FGSD Google Workspace Account (email, google drive, etc.) will expire on July 31 (NOTE:if after this date you're still enrolled or will be re-enrolled at FGSD, your account will still work fine and you will not need to take any action on your part).


This allows you plenty of time to transfer your data out from your FGSD account before that deadline (large accounts may take about 1 week to process). While these steps are optional, we will not be able to retrieve your data after July 31 so please do not hesitate to download/transfer your data ASAP if you wish to keep your data. Google makes this pretty easy with their transfer and takeout tools. Please see the instructions below on how it all works.


Also note any email subscriptions you have coming in to your FGSD email address. You'll want to switch those over to your personal email address before the end of July (in case those sites require a validation link sent in the switchover process).


I also highly recommend you set up 2-Step/Multi-factor authentication on your personal accounts. It's easy, and can save you from a hacked account (and potentially losing your data) in the future.


If you have any issues or questions regarding this process, please let the technology department know via email (help@fgsd.k12.or.us), or ask your high school librarian.


How to keep your FGSD Gmail and Drive data after you graduate (Google Transfer and Google Takeout)

You can take it with you!

Transfer your Gmail and Drive with Google Takeout for Schools

 Change is a part of life:
  • Maybe you are a high school senior or a college student and you are graduating.
  • Or perhaps you are a student who is moving to a new school.
  • You might be a teacher who is taking a job at a new school district.
  • Or maybe you are an educator who is retiring after many years of service.
In each situation it is very possible you may have a Google account. Google Workspace may be used at your high school, your college, and any one of your jobs.

So what happens to your Google account when you graduate high school, graduate college, move from one job to another, and eventually retire? You will have built up years of emails, documents, slideshows, and much more. Is there an easy way to take all those files and all that data with you? What would be great would be a simple tool to copy all of your files to a different Google account (such as your personal Gmail account).

Thankfully we have that with Google Takeout for Schools. This is a very simple and free tool that will copy the emails and Drive files from your school account over to either a personal Gmail account or another G Suite for Education account. See below for a video demonstrating all the steps, as well as written direction on the process.

The short version:

There are 2 different options depending on what data you want to keep and how you want your data (you can do one OR the other, OR both steps. See the NOTE below for details)

A) Visit https://takeout.google.com/transfer to initiate a transfer of all of your FGSD Gmail and Drive data. Google's support page is here: https://support.google.com/accounts/answer/6386856 (but the step by step instructions below are easier to follow)

B) Visit https://takeout.google.com to download anything that you couldn't transfer above (calendar data, chrome bookmarks, classroom data, etc.). Google's support page is here: https://support.google.com/accounts/answer/3024190

NOTE:Options A and B are similar, but are not the same (option A won't copy over any calendar, bookmark, classroom, etc. data... only Gmail and Drive files. Also note that option B doesn't transfer anything. It'll just provide download links so you can save your data to personal storage). Option A is best if you need the documents in your google drive in the same format after the transfer (google docs, sheets, etc.) whereas option B will convert them into Microsoft compatible formats (Word, Excel, etc.).

Tutorial Video (7 minutes)

Go to this video link to see how this all works:
youtu.be/iBXet3by4SU

The step-by-step version:

Option A: Step-by-Step Directions for Transferring Gmail and Drive



For the first step you need to have two different Google accounts, the source account that you are copying from and the destination account that you are copying to. The source account, the one you are copying from, has to be a Google Workspace for Education account, which is your school account. The destination account, the one you are copying to, can be any kind of Google account, including a personal Gmail account or another education account at a different school.

You will need to log into both accounts to copy your files. You can log into the accounts on different devices, or on the same device. For example if you are using a laptop you could click your account picture in the top right corner and choose to "Add another account". Or you could click on your profile button above that and click the "Manage people" gear where you can then add the second account as a separate profile. There are many other ways to log into both accounts, so whatever works for you is fine.

  • Now that you are logged into both accounts, you will want to start with your school account, which is the source account that you are copying from.
  • In your school account you will need to go to the Google Takeout Transfer website: https://takeout.google.com/transfer

Please note to use the full address. If you leave "transfer" off the end you will go to a different Google Takeout site that is used to download your files, rather than copy them to a new account. We will take a quick look at that other site later in the post.

  • On the Google Takeout Transfer site, go to the first section titled "Enter a destination account".
  • Here you will type in the email address of the account you want to copy your school email and Drive files to.
  • Click "Send Code" after you enter the email address.
  • This sends an email message over to the account you specified to make sure you really own that account and that it is ok to copy your email and files to that account.



  • To verify this you will now want to switch over to Gmail for the account you want to copy to.
  • You will find an email message titled "Verify your account".
  • In that email message you will want to click on the button for "Get confirmation code".



  • This will open a new tab which will give you the confirmation code you need.
  • You will want to copy this code.



  • With the code copied, you will now want to go back to the Google Takeout Transfer screen, back in your school account.
  • Go down to the section titled "Verify your destination account".
  • Paste the code you copied into the "Enter code" box.
  • Next, click the "Verify" button.



  • Now that you have verified you own the destination account, you can begin the process of copying your email and Drive files over to it.
  • By default both your Drive files and your email will be copied, but you can choose to toggle off either of these if you do not want to copy one of them.
  • In this case, we will leave them both selected.
  • To begin the copy process, simply click the "Start Transfer" button.



It may pop up with an account page (and asking for your password). Make sure you switch it over to your FGSD account, and use your school account's password in that field.

Your emails and Drive files will now begin copying over to your other account. Depending on how many files you have, it may take up to a week for everything to get transferred over. You can close out of this window now if you want, because all of the copying is happening on Google's servers.




When the copy process is done we will now find the emails and files in your other account.

  • In Gmail all of your messages will have been copied over to the Inbox of your other account. 
  • Additionally, the copied messages will be marked with a label with your school email address and with a label of the date the emails were copied.



  • In Drive all of the files that you owned or had edit rights to will have been copied over. 
  • The files will be found inside of a folder named after your school account. 
  • These copies are owned by your new account and are not shared with anyone else.



Please note:  The emails and Drive files are all just copies of the originals. The original emails and files are still in your school account so you can do this ahead of time and not lose anything in your school account.


Reminder NOTE:Options A and B are similar, but are not the same (option A won't copy over any calendar, bookmark, classroom, etc. data... only Gmail and Drive files. Also note that option B doesn't transfer anything. It'll just provide download links so you can save your data to personal storage). Option A is best if you need the documents in your google drive in the same format after the transfer (google docs, sheets, etc.) whereas option B will convert them into Microsoft compatible formats (Word, Excel, etc.).



Option B: Step-by-Step Directions for Downloading your Other Data


So what about content that is not an email or a Drive file? For example Calendar events or contacts or Google Photos or Google Keep notes. Unfortunately the transfer tool only works for emails and Drive files. However, there is another version of Google Takeout that will let you download copies of other content to your local computer, rather than copying it to a new account.
  • To access this tool go to the website: https://takeout.google.com/
  • Note that this is very similar to the web address we went to earlier, but without the "transfer" on the end of the URL.
  • Here you can check the box next to whatever content you would like to download to your computer (NOTE: file formats will change with takeout. Files in Docs, Sheets, Slides, etc will change from their Google format to word or PDF compatible files).



  • Then click "Next Step" when done selecting.
  • You can now click if this is a one-time download, and if you want to change the file type (the default is .ZIP) or change the maximum size for each file.
  • When ready click the "Create export" button.
  • When the zipped file is ready you will be able to download the archive to your computer. We suggest you also keep this data online using a personal Dropbox/Google Drive/OneDrive folder so you don't lose this information.






Creation date: 5/5/2023 11:05 AM      Updated: 6/6/2023 10:49 AM
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