Embedded Files
We'll miss you here at JIS, and we appreciate your contribution to our community. You've done a lot while you were here, and created plenty of content.
Please make sure the content that should stay is in the MS Shared Drive, or change the ownership to someone who is staying.
For any questions about purchasing your device, please visit the JISNet Portal's IT page for more information.
You must return your device on the last day of school (more info here). You will have access to your JIS account until Sept 1st so that will give you enough time to also take appropriate content with you. There are several things that you might want to consider taking with you: your Gmail messages, Google Drive content, Chrome bookmarks and Google Sites.
TABLE OF CONTENTS
YOUR OPTIONS
YOUR OPTIONS
Recommendation: Use multiple strategies for Drive, Shared Drive and Gmail
Recommendation: Use multiple strategies for Drive, Shared Drive and Gmail
Shared Drive - b. download the sub-folders and then upload to your personal GDrive.
My Drive - use Google Takeout
Gmail - delete all the files that you don't need, then use Google Transfer to copy only your emails to your personal Gmail account.
Source: Todd Davis, Google Takeout and other Drive Tips.
a. SHARE and DUPLICATE
a. SHARE and DUPLICATE
b. DOWNLOAD & UPLOAD
b. DOWNLOAD & UPLOAD
*RECOMMENDED FOR FILES IN SHARED DRIVE*
*RECOMMENDED FOR FILES IN SHARED DRIVE*
Pros: Keeps Google formatting
Cons:
Tedious
When done in bulk, all files renamed to “copy of…”
Cannot copy folders
How:
Highlight the files/folders that you want.
Share with your personal Google account.
Go to your personal account and then make a copy of the files.
Pros:
Can use for both personal and shared drive files and folders
Cons:
Files are exported in Microsoft format.
Some formatting may be altered.
How:
Highlight the files/folders that you want - download (as a zip file).
Unzip or Extract the file.
If you wish to convert ALL files in Google Docs format, change the settings in your personal account first (see screenshots below.) If you would rather keep it in MS Word format, skip this step.
Create a folder in your personal account for all your back up files. Upload your extracted folder to your new GDrive folder.
b. Download and Upload: Change settings to convert uploaded files to Google Docs format.
b. Download and Upload: Change settings to convert uploaded files to Google Docs format.
c. GOOGLE TRANSFER
c. GOOGLE TRANSFER
Copy and transfer your JIS content to your personal Google account.
*RECOMMENDED FOR THOSE WHO WISH TO TRANSFER ALL GMAIL MESSAGES.*
*RECOMMENDED FOR THOSE WHO WISH TO TRANSFER ALL GMAIL MESSAGES.*
PROS: Emails, files and folders are saved directly to your personal Google account. If you have already cleaned up your inbox, this is an easy way to transfer ALL your email messages.
CONS:
You cannot select which folders or files you can transfer to your personal account.
ALL files that you have edit access to will be transferred to your account (ex. For Sale GDocs that you have editing access to, all MS student sites, countless photos, etc.)
You won't be able to copy your content in Shared Drive.
HOW:
Open a New Tab in your browser and create a personal Gmail account (it will automatically create a Google Drive too). We will copy and transfer your JIS content to your new personal account.
Next, go to your JIS Google account and click your Profile Photo (upper-right hand portion of the screen), then click Manage your Google Account.You will be directed to the Home page of your Google account. Look for Transfer your Content and then click START TRANSFER.
Type your personal Gmail address. Click Send Code.
On your personal Gmail, copy the confirmation code that has been sent to you.
Go back to your JIS Google Transfer page and paste the confirmation code. Then choose Verify.
Select the content that you'd like to copy, then select Start Transfer.
AFTER COPYING...
The copy process might take a few hours up to a week, but you don't have to wait until it's done copying. When it's done, you will receive a message at your personal Gmail address.
You will also see all of your copied content in one folder labeled with your JIS email address and the date that you started the process.
What are some of the changes in your copied files?
You automatically become the file owner of ALL the files that you copied and transferred.
All of your files are not shared with others (but you can choose to share with others.)
If you own Googlesites, some of the embedded content that your personal Gmail account doesn't have view access to will not be displayed (ex. Google Slide presentations)
d. GOOGLE TAKEOUT
d. GOOGLE TAKEOUT
Download select JIS content as zipped files.
*RECOMMENDED FOR MY DRIVE.*
*RECOMMENDED FOR MY DRIVE.*
PROS:
You can select which Google Drive content you could copy.
Other Google content such as Chrome bookmarks, Google Photos, Youtube videos, etc. can be copied as well.
Please note that Google Takeout will NOT include files that you only have View access to in your Google Drive.
CONS:
ALL files that you have edit access to in a particular folder will be downloaded. Cleaning up your Drive folders before backing up is highly recommended.
Your content will be saved in several zipped folders that are saved in MS Office format. What this means: if you wish to save your content in your personal or school Google account in Google Docs format, you will have to change the conversion settings in Google and then upload the extracted folders manually.
Some files might lose its formatting.
You will need to use an external app to import your Gmail .mbox files to your personal account.
HOW:
Click Deselect all so you can select the content you wish to back up.
3. Some Google products will give you the option to select which folders/labels you wish to take with you.
For example, in Google Drive you can click All Drive Included and select the folders you will copy.
4. Scroll down to the end of the page and click Next Step. Choose the delivery method, frequency and file type & size. Below are the recommended settings:
5. Click Create Export and then wait for the email notification. Once you've received the link, you can download the zipped files and then transfer it to your personal account.
When transferring to your personal Google account...
change the settings in your personal account by going to Settings and then checking the box next to Convert uploaded files to Google Docs editor format. This will convert your files to a Google Docs format.
After changing the settings, you can now upload your extracted folders and files to your personal GDrive.
**Some files (ex. original MS Word Docs) might lose its format.
** If you own Googlesites, some of the embedded content that your personal Gmail account doesn't have view access to will not be displayed (ex. Google Slide presentations)
**Chrome bookmarks can be imported thru the Bookmarks Manager.
MIGRATE YOUR JIS GMAIL
MIGRATE YOUR JIS GMAIL
*PROVIDES OPTION TO IMPORT AND FORWARD EMAILS TO YOUR PERSONAL GMAIL.*
*PROVIDES OPTION TO IMPORT AND FORWARD EMAILS TO YOUR PERSONAL GMAIL.*
HOW:
Create a new personal gmail account if you don't already have one. Do this in a different browser than you use for your JIS email.
2. In a different browser from #1, go to JISNet then open your jisedu email account.
Open a new tab in the browser
Go to https://www.google.com/settings/security/lesssecureapps and click yes for less secure apps; you can turn it off again after the mail transfers.
3. Go back to your jisedu email account and enable POP.
Go to email Settings (click cog on upper right).
Click Forwarding and POP/IMAP.
Choose either (a) Enable POP for all mail to copy all mail currently in your JIS account or (b) Enable POP for mail that arrives from now on.
4. In your personal Gmail account,
Log in and go to the settings.
Select Accounts and Import
Under Check mail from other accounts (using POP3), choose "Add a POP3 mail account you own"
Complete the settings as shown in screenshot below.
PLEASE NOTE: use your full JIS email address for username (ie username@jisedu.or.id)
Decide if you want new messages to be archived or arrive in your inbox. Checking archive immediately will stop all old JIS email from appearing in your inbox (as set in screenshot below). Just before you leave JIS, you can uncheck this box so new JIS mail shows in your personal gmail inbox.
Your mail will now begin importing. Depending upon how much mail needs to be imported, this can take a few hours to a week.
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