Creating an Archive of your WC Google Account

Transcription

1 Creating an Archive of your WC Google Account All Seniors should archive or migrate any information or data that they wish to keep from their Google Apps for Education Account prior to July. All accounts of graduated seniors will be terminated during the summer (in July) at which point students will no longer be able to retrieve past assignments, projects, s, contacts, or calendars. There are a few different ways to backup or move your student account information from Google. Below are some steps with screenshots to help with the process. To get started you should determine if you wish to backup only documents stored in Google or whether you wish to also archive things like s, contacts, or calendars. Once you have made this determination you can choose from the options below: 1) Creating a Backup of Only Files in Google Docs 2) Sharing files to a New Account and Making a Copy 3) Creating a Backup of all Data in My Google Account (including , contacts, calendars, etc.) Methods for Backing up Only Files in Google Docs: Documents and Data can be backed up in a number of ways using Google. Below are a few common methods of backing up or moving data. Creating a backup of your Google Docs or your entire account is the recommended method, but sharing and copying your account is also a viable option. Please choose the option that you are most comfortable with and that best meets your needs. See below for details on each option: Option #1 (Creating a Backup of Only Files in Google Docs) Step 1: Login to your Google Account for Education Step 2: Select My Drive on the left side of the Google Docs screen (if it is not already selected) Step 3: Check the box next to the files and folders that you would like to backup.

2 Step 4: Select the More button on the Toolbar and choose the Download... option from the list. Step 5: Select the desire format for your downloads (.docx,.pdf, etc.) and then press the Download button.

3 Step 6: Your files will be placed into a.zip file folder that contains everything that you selected. At this point you will choose a location to save this folder of information. Press the OK button to download the documents. Step 7: Once your files have been downloaded you must navigate to where they have been downloaded. Typically most browsers will place files into a Downloads folder on your computer. Files can typically also be accessed by clicking the download icon on your browser toolbar. At this point you will be free to use the files on your computer or upload files to another online account. Step 8 (Optional): Files can be uploaded to a new Google account by logging into your new account and choosing the upload button on the left side of the screen and then selecting the Files... option to choose the files to upload. Note: Files must copied out of the.zip folder before they can be uploaded. (.zip folders cannot be uploaded directly)

4 Option #2 (Sharing Files and Creating a Copy in Google Docs Files Only) Step 1: Login to your Google Account for Education Step 2: Select My Drive on the left side of the Google Docs screen (if it is not already selected) Step 3: Check the box next to the files or folders that you would like to share. Note: You may want to group all files into one or more folders before sharing the files. This will help to keep information organized and will minimize the number of items that need to be shared. Step 4: Select the More button on the Toolbar and choose the Share... option from the list. Then choose Share... again from the list. Step 5: Next, a Share Settings Menu will appear. In the Invite People textbox, enter the address of the new Google account to which you would like to share the documents. Then press the Send button.

5 Step 6: Login to your new Google account. Step 7: Select Shared with Me on the left side of the Google Docs screen and you will now see the files that you have shared from your other account. Step 8: Now you must copy these files to your current account. Keep in mind that Shared files will disappear if the original account is deleted. To copy the shared files into the My Drive area, simply select the checkboxes beside the shared files that you wish to copy and then click the Add to My Drive button on the Google Docs toolbar: After Adding to My Drive your files are now part of your new account. Option #3 (Creating a Backup of all Data in My Google Account (including , contacts, calendars, etc.) Step 1: Login to your Google Account for Education Step 2: Once logged in, click on your account name in the upper right corner of the Google Docs screen. Step 3: Next click on the Account link after you have expanded the student account menu:

6 Step 4: Next click the Data tools option from the Account Menu Step 5: Click the Select data to download link from the Data tools section Step 6: Click the Create an archive button: Step 7: Select the checkboxes beside the types of data that you would like to backup and then click the Create Archive button:

7 Step 8: Wait while Google process the data and creates a downloadable.zip file folder. This process is fairly quick depending on the amount of data that you are archiving. Step 9: Click the Download button to download a.zip file folder that contains individual folders of all the data categories that were archived.

8 Step 10: Your files will be placed into a.zip file folder that contains everything that you selected. At this point you will choose a location to save this folder of information. Press the OK button to download the data files. Step 11: Once your files have been downloaded you must navigate to where they have been downloaded. Typically most browsers will place files into a Downloads folder on your computer. Files can typically also be accessed by clicking the download icon on your browser toolbar. At this point you will be free to use the files on your computer or upload files to another online account. Step 12 (Optional): Files can be uploaded to a new Google account by logging into your new account and choosing the upload button on the left side of the screen and then selecting the Files... option to choose the files to upload. Note: Files must copied out of the.zip folder before they can be uploaded. (.zip folders cannot be uploaded directly)