May 1

Google Takeout - For people leaving the district or even staying!!!

This comes from a Tech Tuesday from last year. However, this is important information!

Summer is a good time to go through a lot of the files you have in your DRIVE. You can clean up files you don't need or organize the ones you do! If you have a lot of files you've shared with others and they are no longer relevant, you can delete them or change the sharing on them. Clean up your own shared with me folder as well. Here's how to do that:

1. Open your 'Shared With Me' folder
2. Click on a document once! Then if you want it deleted, click on the trash can. It will ONLY delete from YOUR account - not the others it's shared with unless you are the owner!
3. If there is a shared document that you think is important and needs to be saved, click on it ONCE! Then click the DRIVE icon with the + sign to add it to your drive. It will still not belong to you, but once it's in your drive, you can put it in a folder or a place that's easy for you to access. Remember, if the original owner takes away your sharing privileges or deletes the item, you will NO LONGER have access to it!

If you are retiring or leaving the district, you will still be able to take all your files with you! If you are staying in the district but moving to a different position, don’t worry. Nothing will change. You’ll be taken out of the Google groups you are currently assigned to and added to the groups you will become a part of for the new school year. All of your files will still be in your drive!

If you are leaving, you’ll need to remove any files that you’d like to personally keep by September 1, 2018 because after that date, your school account WILL BE REMOVED!!!

However, remember, if there are files that you’d like to remain and maybe stay in the person’s account that is replacing you, that can also be accomplished.

Here are the directions to TRANSFER TO A NEW ACCOUNT:

· To take your files with you, start organizing and deleting unnecessary files now! That way, you won’t be copying a bunch of items you really don’t need.

· If there are files that people have shared with you and you’d like to have a copy of them, click on the file in the shared folder and add to your drive - SEE QUICK VIDEO. As you move these files to a personal account, they will not be updated and please be sensitive on the files you do take with you. Please don’t take any files that should remain in the district. Technically, all documents created with a school account or during school hours belong to the school.

· To get to your school account page, click on the 9 dot grid and choose MY ACCOUNT. Once there, click on PERSONAL INFO AND PRIVACY and scroll down to CONTROL YOUR CONTENT. Here you have a choice to download the content which you’ll want to do if you don’t want another Google account, or transfer your content. This is what you’ll want if you have another Google account or set up another new Google account.

· Click START TRANSFER. Enter the email address of the Google Account where you want to copy your content.

· Select GET CODE.

· On your Google Account, check your Gmail inbox for a confirmation email from Google. In the email, select GET CONFIRMATION CODE. A new tab will open with a code.

· On your school account, go back to the "Transfer your content" page. Enter the code, then choose VERIFY.

· Choose the content you'd like to copy, then select START TRANSFER.

VIDEO ON TRANSFERRING TO A NEW ACCOUNT

Here are the directions to DOWNLOAD YOUR CONTENT:

· To take your files with you, start organizing and deleting unnecessary files now! That way, you won’t be copying a bunch of items you really don’t need.

· If there are files that people have shared with you and you’d like to have a copy of them, click on the file in the shared folder and add to your drive - SEE QUICK VIDEO. As you move these files to a personal account, they will not be updated and please be sensitive on the files you do take with you. Please don’t take any files that should remain in the district. Technically, all documents created with a school account or during school hours belong to the school.

· To get to your school account page, click on the 9 dot grid and choose MY ACCOUNT. Once there, click on PERSONAL INFO AND PRIVACY and scroll down to CONTROL YOUR CONTENT. Here you have a choice to download the content which you’ll want to do if you don’t want another Google account, or transfer your content. Choose DOWNLOAD YOUR DATA.

· Click CREATE ARCHIVE.

· Then click MANAGE ARCHIVES.

· Once there, you’ll be asked to go through series of apps and choose the apps that have data that you’d like transferred. Click NEXT.

· Choose the type of file. Zip would probably work the best and fill out the answers to the rest of the questions. If you have more than 2 GB of data, you will get an error message. You can work through this and here is a QUICK VIDEO to see how much storage you’ve used in your DRIVE!!! This won’t include all these products.

· Click CREATE ARCHIVE.

· Now you should get an email with a link to your files. You’ll need to open the email and download them to your personal computer.

VIDEO ON DOWNLOADING YOUR DATA

Lastly, if you’d like files to be left for the person that is replacing you, when an administrator for Google deletes your account, he/she has the option to transfer all your files to a new person. For this, please email kpowell@gunnisonschools.net and let me know you’re ready for your account to be deleted and name the person who should receive your files. Remember: if you choose this option, your files will be transferred and your account deleted!!

To get your account ready for leaving for another person, you can still go ahead and transfer or download your files as in the steps above. All your files remain in your account even if you do this. Delete files you don’t want the new person to have and then let me know (kpowell@gunnisonschools.net) and before deleting your account, I’ll transfer those files left in your account to that person.

AS ALWAYS, IF YOU HAVE QUESTIONS ABOUT THIS, OR WANT SOME HELP WITH THIS, PLEASE LET ME KNOW!!! I’D BE HAPPY TO HELP!