Google Transfer & Takeout

Use Google Transfer to create a copy of your VBCPS Drive files and Gmail in a personal Google Account.  This feature is only enabled during a limited time for seniors prior to graduation or upon request.

Google Transfer includes -

• Files you own in My Drive (includes Google Sites but not Google Forms).

• Google Drive files that you own (except those in Google Photos)

• Email in Gmail except for contacts, chats, or tasks.

Student files will stay in your VBCPS account until you graduate or transfer.  Files copied to your personal Google Account do not affect the original files in your VBCPS account.

Important Considerations - 

• TAKE TIME TO PREP FILES - Consider making copies of files you do not own but would like to transfer (Shared Drives, Shared with me, and Canvas Assignments).

• CHECK STORAGE - Ensure you have enough storage in your personal account or the transfer will fail.  Visit drive.google.com/drive/quota, for both your VBCPS Google account and personal Google account, to check the storage (and identify large files to delete if necessary).   

• TRANSFER LIMITATIONS - Google Transfer will automatically copy all of the files you own in Drive and your Gmail.  You cannot select specific emails or Drive folders/files to copy.   

• TAKE TIME TO TRANSFER FILES -  Once initiated, the transfer process cannot be halted and can take up to a week. Copied files or emails might appear in batches on your personal Google account during the copy process.

Ready to Start?

Students may need to initiate the transfer process at home if they cannot access their personal Google account at school.

• Students must be able to access their personal Google account to check storage quota.

• Students must be able to access their personal Gmail account to retrieve a code to initiate the process. 

The Google Drive Takeout tutorial addresses our school division’s account and device restrictions.

Keep some things in mind as you complete the digital takeout process –

• SET ASIDE TIME TO PREPARE AND TRANSFER FILES. This process can be time-consuming. Set aside some time on the weekend or after school to complete the steps.

• CHROMEBOOKS HAVE LIMITED STORAGE. These instructions were created for VBCPS Chromebook users. Chromebooks have very little internal file storage, so the file transfer process can be faster (and won’t require a flash drive) if users complete the file export and transfer process on a personal device.

• STUDENTS MUST BE FILE OWNERS TO INCLUDE THEM IN TAKEOUT. Learning Management Systems (like Schoology and Canvas) assign file ownership differently. In some cases, students' assignments may be owned by their teachers. Students may need to review Shared with me files and Shared drives to ensure all important files are included in Takeout.   

• NOTE - This Drive takeout method does NOT allow for users to export Google Sites.  In addition, Google Forms can be exported but when importing to new account, the Forms will convert to Docs.

If you need to take Canva design files stored on your school Canva account, there are two options for moving them to your personal computer.

Option 1 - If you only need to take a few specific files, you can download individual designs one at a time. (instructions on the first slide)

Option 2 - If you need many or all of your Canva files, you can request a bulk download. (instructions on the second slide)

NOTE - If using the bulk download and sending to your school email, it will be blocked. The email isn't necessary, however, so you can just check the Canva website periodically to see if your download is ready