Downloading or transferring student data from Google

posted May 22, 2018, 12:19 PM by Granger Meador   [ updated May 23, 2019, 8:43 AM ]
Google Takeout
When students graduate or leave the districts for other reasons, they must take steps if they wish to retain access to Google Drive files, Gmail emails, Google Sites, etc., they created using a student Google Apps account.

Accounts deleted after graduation

After you graduate or leave the district, your G Suite student account and all of the content (documents, presentations, saved media, emails, and so on) associated with that account will eventually be deleted. If you want to keep items that you created and saved using those online tools, you must download those items to a storage device or cloud storage space.

Accounts typically become unavailable in early July, but it is best to get your data before June to be on the safe side!


Google Takeout

Google Takeout can create a compressed file with all of your Google docs, emails, etc. It can include everything except any websites you may have created with Google Sites, which are addressed later. You can download that archive file to a flash drive or other storage device you plug into your Chromebook, or at home to a personal computer.

(If you have data on a network X: drive from a class that used networked desktop computers, upload it to your school Google Drive before using Google Takeout.)

You choose which content you want to save. (For example, you can save just your Drive files and not save your email or calendar information.)

  1. While logged into your district G Suite account, visit takeout.google.com

  2. Select the data you want to save and follow the instructions.

  3. Google will create an archive, which can take from minutes to days, and will email you a link to download it when it is ready.

  4. You can then download and save that file to a flash drive or your own personal computer, etc. You can then later upload some or all of that to a personal or another school's Google Drive, etc. using something other than a district-issued Chromebook.


Forwarding emails

  • One of the easiest ways to transfer emails is to forward them to a personal account. Visit your school Gmail account and forward emails you wish to preserve to a new or existing personal email account address.

  • Notify your contacts of your alternate email address.

  • Be sure to consider any recurring subscription emails and visit those sites to update your contact preferences.


How to establish a personal Google Gmail account

NOTE: If you don't have a free personal email account via Gmail, the following instructions will work on a desktop computer at home or in one of our libraries, but they will NOT work on a district-issued Chromebook. You cannot access a personal account on a district-issued Chromebook.

  1. Go to the Google homepage at www.google.com.

  2. If you see your district Google profile icon at the upper right, click on that and select Sign out.

  3. Once you see a blue Sign in button at the upper right, click it. On the sign-in screen, click the link for Create account and fill in the information and follow the instructions to establish your new personal account.

  4. Once you have confirmed the new personal email account, log out of it.



Uploading files to a personal Google Drive

You probably can't access a personal Google Drive from a district-issued Chromebook. So you cannot easily download a file from your district Google Drive to your Chromebook and then upload it back to a personal Google Drive. Instead, you can use Google Takeout as described previously to download your data to a personal flash drive you plug into your Chromebook. Or, if you have a personal computer that has sufficient storage space, you could download your school data to it and then upload that data to a personal Google Drive.

Uploading files from a school network drive: If you had a class with networked desktop computers, you may have saved data to a network drive such as an X: drive at BHS. You can try uploading that data to a personal Google Drive, but if that doesn't work, you can upload it to your school Google Drive before you use Google Takeout as described earlier.

NOTE: While your school-provided Google Drive has unlimited storage, personal Google accounts only offered 15 GB of free storage as of May 2019. So if you have a truly staggering amount of data, you might not be able to upload it all to a free personal account using a personal non-district computer.


Transferring Ownership of a Google Site

To maintain after-graduation access to any websites you created with Google Sites, you must transfer ownership of those sites to yourself at a personal, non-G Suite Gmail account. Google Apps will not allow you to share ownership of the site with a non-Google email account.

Classic Google Sites

  • Log in to your G Suite Google Site as usual.

  • Click on the settings gear icon on the upper right and then click on Sharing and Permissions.

  • In the Invite People box near the bottom, enter your personal Gmail address and then choose Is owner from the drop-down menu to the right. Be sure to check the option to send email notifications.

  • Click the Send button and close.


Your new Gmail account will soon receive an email with the URL of your Google site. Do this for every Google Site that you have created using your G Suite account that you wish to transfer. After you leave the school district, you will be able to access your Google Sites using your new Google account. Just go to Google and log in with your personal username and password.


New Google Sites

Unfortunately, you cannot transfer or save websites you created using the New Google Sites with a district account.