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Transfer or Download Your Google Workspace Data

Audience: This page is intended for students who have graduated recently and are in the process of transitioning from student to alumni.

Overview

When you graduate or discontinue your academic program, your Pepperdine student Google account will expire and eventually be deleted.  Don't lose your content!

You may use "Google Takeout" to transfer your student email and data to either a personal Google account or download it as an export file to your own computer. Please refer to Google's support article, "Copy content from your school account to another account."

"Google Takeout" can help you with some, but not all of your content. If you also wish to transfer your Google contacts, calendar, etc., easy instructions can be found by performing a Google search on the feature you wish to transfer or move, for example: "transfer Gmail contacts" or "export Google calendar."


Before You Begin

  1. Act within your 90-day window after graduation. The University will send several reminders to your Pepperdine email address about the expiration of your student network account. After 90-days, your account will be disabled.  Shortly thereafter, your account will be removed and all email and data will be deleted. Please take all necessary steps to download or transfer any information you wish to retain.
  2. Make sure that you have enough storage space! Log into your Pepperdine Google account and then visit https://www.google.com/settings/storage to see how much storage space you are using in Gmail, Google Drive, or Google Photos.
    • If you plan to transfer data from your student account to a personal Google account, log into your personal Google account and visit https://www.google.com/settings/storage to see how much room you have available. A free Google account typically has 15 GB of space. You can purchase more space from Google as needed.
    • If you plan to download data to your own computer, check your hard drive to see how much space you have available. Refer to Windows 10 Storage or macOS Storage to learn how.

Tech Tip: Consider using two web browsers for each Google account to move quickly between Pepperdine and personal accounts. Pepperdine recommends Google Chrome and Mozilla Firefox.


What You Need to Do and Other Considerations

  Transfer email and docs to a personal Google account

The "Google Takeout" tool allows you to transfer much of your Pepperdine student Google account data to a personal Google account. For example, you can transfer email and Google documents that you own.

Remember, be sure that you have adequate storage space in your destination Gmail account. See the "Before You Begin" steps above.

Quick Instructions

  1. Visit email.pepperdine.edu to log into your Pepperdine Google email account.
  2. Visit "Google Takeout" for the "Transfer your data" option at https://takeout.google.com/transfer
  3. Enter your personal Google Gmail address as the destination account (e.g. your-personal-email@gmail.com). IMPORTANT: Double-check the address for any spelling errors! You don't want to transfer your content to someone else's email account.
  4. Click "Send Code."
  5. Open your Pepperdine Google Gmail and verify that you are making this request. Open the verification message and click the link to verify or get the confirmation code.
  6. Enter the code on the Google Takeout page and click "Verify."
  7. Select the content that you wish to transfer from your Pepperdine Google account to your personal Google account (e.g. Drive, Gmail).
  8. Click "Start Transfer."
  9. An email will be sent to both mailboxes that the transfer is in progress. Depending on the amount of content, the transfer can take up to one week to complete.
  10. When finished, Google will send a confirmation email that the transfer is done.
  11. Go to your personal Google Gmail account. The email from your student account will appear in the left navigation as a new mailbox with your @pepperdine.edu address.

Please refer to Google's support article for complete details and instructions, "Copy content from your school account to another account."

Remember, not all content can be transferred. Some materials, such as Contacts or Google documents that were shared with you (but those that you do not own), will not be transferred. Review the content after transfer and download or make copies of any additional documents or information as needed.  You may also consider the download option mentioned below.

  Download Google data to your computer

The "Google Takeout" tool allows you to download much of your Pepperdine student Google account data as an export file to your own computer. For example, you can download email and Google documents that you own. 

Remember, be sure that you have adequate storage space on your local computer hard drive. See the "Before You Begin" steps above.

Quick Instructions

  1. Visit email.pepperdine.edu to log into your Pepperdine Google email account.
  2. Visit "Google Takeout" and the "Download or delete your data" option at https://takeout.google.com/settings/takeout
  3. On the "Create a New Export" form, select all of the data to include in your download.
  4. Click "Next Step" to continue.
  5. Select: “Send download link via email” and “Export once.”
  6. Select file format (e.g. .zip) and size (e.g. 2 GB increments).
  7. Click “Create export.”
  8. Follow the remaining onscreen instructions to complete the process and download the appropriate files once they are ready.

Please refer to Google's support article for complete details and instructions, "Copy content from your school account to another account."

Once you have downloaded the relevant data to your computer, you may keep the files on your personal computer or upload the files to your personal third-party cloud storage service.

To learn how to extract data from a .zip file, refer to the following resources:

  Transfer ownership of work or student Google Docs

If you collaborated with others on research projects, class projects, or work for a Pepperdine school or department, be sure to transfer the ownership of any Google documents to the relevant colleagues that need to continue to access that information after you graduate.

 

Frequently Asked Questions

  Why can't I transfer my student data to my new Alumni Email account?

Google has announced that it will eliminate unlimited storage for education. This change impacts all educational institutions, from K-12 to higher education, including Pepperdine. Due to this change in Google storage policy, the Alumni Email program will be Gmail-only.  Effective July 1, 2022, additional Google Workspace tools like Google Drive or Photos will no longer be available to alumni accounts. Therefore, you must transfer or download your student Google data to a personal Gmail account, a personal third-party cloud storage service, or your own computer.

  How can I see how much content I have stored in my Pepperdine student email account?

Log into your Pepperdine Email account at email.pepperdine.edu. Once you are logged into your Pepperdine account, visit https://www.google.com/settings/storage. You will be presented with an overview of the amount of Email, Google Drive, and Google Photos storage you are using. Use this information to estimate the amount of storage you will need in a personal Gmail account, third-party cloud storage service, or your computer's hard drive.

  If I transfer data to my personal Gmail account, will everything transfer?

Per Google, the following types of information will transfer to a personal Gmail account:

  • Email (but not your contacts, chat, or tasks)
  • Documents that you own in Google Drive (except files in the "Google Photos" section of Drive)
  • Documents in My Drive
  • Documents in your "Shared with me" folder (except those restricted by the owner to not allow downloads or copies)

Learn more about what will or will not transfer from Google's support article "Copy content from your school account to another account." The same page also links to instructions on how to download your Google data instead. 

  I am a past alumnus and previously transferred my former student data to my Alumni Email account. Do the instructions on this page apply to me?

No. This page is intended for students that recently graduated and still have access to their student NetworkID accounts.

If you are an alumnus who had transferred your former student data to your Pepperdine Alumni Email account, please refer to the Alumni Email Download instructions. The deadline for existing Pepperdine Alumni Email account holders to download any Google Drive and Google Photos data is June 15, 2022.

 

See Also

 

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