Taking Google With you

Leaving CCSS? Do you want to take your Google Apps for Education files with you?

Leaving Coffee County Schools? Want to take some of your Google Apps files with you? Since your CCSS Google Apps account is maintained by the school district it will not follow you as you leave. Follow the steps and directions below to transfer your current Google "stuff" to another account.

Please note: There is a different procedures for Gmail Messages and Google Documents (presentations, docs, sheets and sites)

Good luck as you move on from CCSS and keep on Googling!

When a staff member leaves our school district, they have the options below to take care of their Google Apps for Education files.

  1. One can move some data and files to other colleagues in our system who may be able to use them. Note: If you would like to move all your docs to another person, we have an admin tool that can do that. Please let us know if you would like that done.  
  2. One can move some data and files out of our system for them to keep.
  3. One  can leave some data and files in their Google accounts for us to delete. No backups will be made before deleting accounts and data.

If you are a staff member leaving CCSS, you will have until June 20th to transfer any files and data you want before your account is no longer accessible. After June 20th, you will no longer be able to access your Google Apps account or files. The information below will explain each of your export options. Please read through the whole process for each option.

Option #1 - Move data and files to other colleagues in our system who may be able to use them.

Over your time you may have created or collected files and documents that could be of use to your colleagues.  You can transfer these files to them as follows:

Google Documents, Presentations, Spreadsheets, and Sites

For all Google Drive files and Google Sites you will need to share the items to another person and then make them the owner of those files.  Simply sharing the files is not enough, because when your account is deleted, the files will be deleted as well if you are still the owner.

  1. First, share the document(s) or sites with a colleague as usual by clicking the big blue Share button and adding that person to the Add people section.
  2. Next, in the sharing settings, locate the person you shared with, and switch their edit options from Can Edit to Is Owner.
  3. Now that person is the owner of that item.

Note: If you simply wish to transfer all of your Google documents to a new owner within CCSS, email Randy Damewood with your Google Apps username and the Google Apps username of the person who will become the owner of your documents. We can use an admin tool to share and change ownership of all your Google Docs at once. This will take place sometime during the week of June 1st.

Option #2 - Move data and files out of Google Apps to another device, account, flash drive, etc.

Google Docs, Sheets, Presentations

To save a copy of your Google Drive files you can either:

  1. Download them through Drive or,

  2. Share them with a personal account.

Option #1 - Download files through Google Drive - When you use this method the files will be converted into a different format (such as Microsoft Office format).

To download a single file from Google Drive:

  1. Open the document, spreadsheet, or presentation as usual in Google Drive.
  2. Click File in the top menu bar.
  3. Click Download as... in the drop-down menu.
  4. Choose the format you want for saving your document.
  5. Your file will now download to your computer.

To download multiple files at once:

  1. Open your main Google Drive screen where all your files are listed.

  2. Check the checkbox in front of all the files you want to download. Clicking the top box will select all files.

  3. Once they are checked, click the More link at the top of the screen.

  4. Choose Download... from the pop-up menu.

  5. For each type of file you have chosen, pick the file format you want for downloading.

  6. Click the Download button. You can download up to 2 gigs of files at a time.

  7. Your files will now be downloaded in one zipped file.

  8. You can double-click on the zipped file once it is downloaded to unzip it and get to all the individual files you downloaded.

Option #2 - Share files with a personal Gmail account - Instead of downloading your files, you can also share them with your personal Google account, which will allow the files to stay in their Google Drive format and not be converted into a different format.

  1. Open your main Google Drive screen where all your files are listed.
  2. Place a check in the checkbox in front of all the files you want to share.
  3. Once they are checked, click the More link at the top of the screen.
  4. Choose Share... from the drop-down menu and then Share from the pop-up menu.
  5. In the Add people box, enter your personal Gmail address.
  6. Click Share and Save.

You will now need to log into your personal Gmail account and make copies of the shared files. This is because the original files will be deleted when your school account is deleted.

  1. Log into your personal Google account and go to your Google Drive.
  2. Open up a shared file.
  3. Click File and then Make a copy...
  4. This will give you a new copy of the file that is owned by your personal Gmail account and will not be deleted.
  5. Repeat for other shared files as needed.

Anything that you leave behind in your CCSS Google Apps account will be deleted when your account is removed from the CCSS system on June 20th.

Google Sites

For a Google Site

  1. Log into your CCSS Google account and go to  sites.google.com
  2. Click on the Share and then share it with your personal Gmail Account and choose Is Owner
  3. Log into your personal Google Account go to the email that was sent to you and click on the link
  4. Click on the gear icon and go to Manage Site
  5. Then click on the General tab
  6. Scroll down and click copy this site and then fill out the appropriate information

Gmail Messages

If you only need to save a small number of Gmail messages, the easiest option is to forward those messages to another personal Gmail or other email account.

If you need to download a copy of all your CCSS Gmail messages into another personal Gmail account, you will need to use your new Gmail account’s POP3 import feature known as MailFetcher.  To transfer your CCSS Gmail messages to your personal Gmail account, follow these directions:

  1. Open your personal Gmail account.
  2. Click on the settings button in the upper right corner of the screen and choose Settings.
  3. Click on the Accounts tab and choose Add a POP3 mail account you own.
  4. Enter your RISD Google Apps account and click Next Step. (yourusernamehere@k12coffee.net)
  5. Complete the fields as noted to the right and click Add Account.
  6. Check No and click Finish.
  7. You should see your account listed on the Accounts tab. It will take a few minutes for your CCSS Gmail emails to move over; you will see when your account was last checked along with the number of emails that were fetched.
  8. Click your Inbox and you will see your CCSS Google Apps account listed. Click on this account to view your emails. You can change the color of the label by selecting the drop down arrow next to the account name.

You should not forward your CCSS Gmail to a new account when leaving CCSS, because the CCSS account will be deleted on June 20th. This is the best way to ensure that you still have access to your old Google Apps email messages. Don’t forget to share your new Gmail address with your contacts.

Note: You can also use Gmail’s Vacation Responder feature to let people know your school Gmail account will be ending and what new email address they should use to contact you in the future.

Gmail Contacts

Exporting your contacts from your CCSS Google Apps account and then importing them to your personal Google account is one way to transfer your contacts. To export your Gmail contacts do the following:

  1. Go to your Contacts screen in Gmail.
  2. Click the More button at the top.
  3. Choose Export... from the drop down menu.
  4. Choose the format you would like for your exported contacts, and then click Export.
  5. Using the file you just saved, import your contacts into whatever Gmail account or service you will be using to access your email from now on.

More Information

More information about exporting your data from Google can be found at http://www.dataliberation.org. There are detailed directions on how to export copies of all your files and data from over 30 of Google’s products. You can also use Google Takeout, which is designed to make it even easier to export all your data.  Currently you can use Google Takeout to export all your data from Picasa Web Albums, Contacts, Buzz, Google+, and your Google Profile.  To find out more, go to http://www.google.com/takeout.