Google Takeout
Google’s tool for archiving and transferring data.
Google Takeout
How to transfer for your files from your school Google account to your private account. Using Google Takeout.
If you are leaving the school (graduating ,moving away etc.)
Google Takeout: How to find it.
Visit https://www.google.com/settings/takeout or search Google Takeout in order to begin. This works best in Chrome but will work in any browser. If you are not already signed into your school account it will prompt you to do so.
You need to be signed into your school account
Google Takeout: Using the Interface
Use this button to manage archive’s you’ve made in the past.
This is where the Apps and data categories are
This is what will be archived , should you choose that “product”
This switch determines which data will be archived/transferred.
Toggled on
Toggled off
You can use the button at the top to either select “all” or “none”.
Google Takeout: Create an Archive
2)
When you have selected all of the apps you want archived, scroll down and click “next”.
These have been selected.
3)
Leave the file type setting at “.zip” and
delivery method setting to “send downloadable link”. Then press “create archive” button.
*Note: For most students, Drive, Mail, Contacts and sites is most common
Google Takeout: Download your Data
*It is important that the student is on either their own computer or one with a USB port for a flash drive.
1)
Once you’ve selected to “create archive”, you’ll see this screen. You do not have to watch it work and you can close this window. All of the work is being done on the server side. When it is done you will receive an email in your school account that it is done.
* This could take hours or even days depending on the amount of data being archived. Give yourself enough time before 7/15/16 to finish.
Once your data has been archived you will receive an email in your school account inbox. Double click to open.
*If you have notifications set-up it should tell you on your phone or via a desktop message.
2)
3)
The email will look like this. Simply click the blue “download archive” button to begin the download.
Google Takeout: Download your Data Continued
When the window pops up, click download if you are ready. If not you can go back to:
https://www.google.com/settings/takeout
and choose manage downloads to see a list of available archives that can be downloaded later.
*note that an archive is only available for a week after you create it, so make sure you download it before it expires.
*note there will be a green checkmark on the download button if you have previously downloaded it but you can still download it again.
Your files will download to your download folder and you can organize them from there. (called downloads on a mac my downloads on a pc).
Google Takeout: Folder and File Formats
In your Downloads folder you will see a folder named Takeout. This is where your archived files are. In that folder is a folder for each app you archived (in this case calendar,contacts and drive), as well as an html index of your archive.
Your files will be converted to common formats (.vcf-contact,.ics-calendar, microsoft office for drive files.)
.vcf - can be imported to most mail applications including lotus notes
.ics - can be imported into most calendar applications (outlook, ical etc)
.docx- documents
.xlsx- spreadsheet
.pptx- presentations
.jpg,.png for images (drawings saved as png)
All files that were not converted to Google docs when you uploaded them will remain in their native format.
Managing your archived Files
Be sure to move your files from the download folder either to a permanent folder (desktop etc.), a flash drive or even a different Google drive. When you download an archive it separates the file from the account so you don’t have to worry about domain restrictions.