For Graduating Students

Saving Your Google Apps Data 


If you’re a graduate your student Google account will be deleted shortly after your graduation and you’ll permanently lose all of your email, drive files, calendars, hangouts, etc. Please save your data by following all three sections of this guide.

  • May 2017 graduates will have their accounts deleted on July 31, 2017.

Note that you can use your Alumni Google account or a personal Google account.

If you have problems or questions please contact us at alumni-google-support@southwestern.edu

 

Outline


  1. Section 1 describes how to forward your Gmail
  2. Section 2 describes how to transfer your student Gmail/Drive data to your Alumni Google account
  3. Section 3 describes how to archive all of your Google Apps data

 

Section 1: Forwarding Your Gmail 


Forward newly received emails from your Student gmail to your Alumni gmail.

  1. On your computer, open Gmail and log into your Student Google account

  2. In the top right, click then Settings

  3. Click the Forwarding and POP/IMAP tab

  4. In the Forwarding section, click Add a forwarding address

  5. Enter your Alumni email address

  6. Click Next then Proceed and then OK

  7. A verification message will be sent to your Alumni email address. Click the verification link in that message.

  8. Go back to your student gmail’s settings page and refresh your browser

  9. Select Forward a copy of incoming mail to and keep Southwestern University Mail’s copy in the Inbox

  10. At the bottom of the page, click Save Changes

 

Section 2: Transferring Your Gmail/Drive 


Transfer your student Gmail/Drive to your Alumni account using Google Transfer.

 Please note:

  • Google Transfer won’t delete your emails/files in your student Google account
  • New emails/files won’t be transferred without repeating the Google Transfer process
  1. On your computer, go to: https://takeout.google.com/transfer

  2. Under Enter a destination account enter your Alumni email address and press SEND CODE

  3. Log in to your Alumni Gmail account and open the Verify your account email

  4. Press Get confirmation code and copy the code

  5. Return to Google Transfer, enter the confirmation code, and press Verify

  6. Confirm your settings and press START TRANSFER

    • Check transfer status here: https://takeout.google.com/transfer/history

    • In Gmail, your email address and the transfer time are added as labels to all transferred emails

    • In Drive, your email address and the transfer time are used as the name for the folder where transferred files are archived

  7. You’ll receive an email when the transfer is completed (takes one hour up to a week, typically an hour or two)

 

Section 3: Archiving Your Google Apps Data 


Takeout can be used to archive all of your Google data including Calendar, Contacts, Hangouts, Keep, Youtube and more.

  1. On your computer, go to: https://takeout.google.com/settings/takeout

  2. Scroll to the bottom and press Next

  3. Set Archive size (max) to 50gb

    1. Note that if you select Send download link via email Google will only keep your archive for a week

  4. Select the Delivery method you prefer

  5. Press Create archive

  6. You’ll receive an email when the archive is completed (takes one hour up to several days, typically takes a few hours)

  1. You can check the status of your archive here: https://takeout.google.com/settings/takeout/downloads

  2. Once Takeout has completed, you should download it.

  3. Download your archive here: https://takeout.google.com/settings/takeout/downloads

  4. Locate the downloaded archive then right click it and click Extract

 

Optionally you can import a calendar into your Alumni account.

  1. On your computer open Google Calendar

  2. In the top right, click Settings > Settings

  3. Select the Calendars tab

  4. Click Import calendar next to Create new calendar

  5. Click Choose File, locate your archive, and select a calendar to import

  6. Now choose which Calendar is used to store your archived calendar

  7. Click Import

 

Optionally you can import Contacts into your Alumni account.

  1. Go to https://www.google.com/contacts/u/0/?cplus=0#contacts

  2. If required log in to your Alumni account

  3. At the top of the page, click More and then Import…

  4. Click Choose File, go to your takeouts archive, then contacts, and select “All Contacts.vcf”

  5. Click Import