Export Files, Folders and Data from RCS Accounts: Difference between revisions

Export Files, Folders and Data from RCS Accounts (view source)

Revision as of 09:16, 5 March 2024

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-{{abox
+{{AboxNew
- | name          = Take my data with me when I leave RCS?
+| name = Export Files, Folders and Data from RCS Accounts
- | summary       = There is a lot of work done in Google Apps that graduating seniors, and staff leaving Riverdale, would like to "take with them". This article explains how you can accomplish this.
+| learning =
- | for_employees = Yes
+| instruction =
- | for_students  = Yes
+| community = x
- | for_parents   =
+| summ = For students and employees leaving Riverdale, make sure you take the data you need with you!
- | cat1          =  RCS software and services
+| maintained = JK
- | cat2          =
+| year = 2023-2024
- | maintained    = JK
- | year          = 2019-2020
 }}
 We're sorry to see you go! As you start cleaning out your RCS digital life, please consider those who come after you and make sure your material is ready for re-use by your department and colleagues.
 ==Students==
-For all departing students (graduates, transfers, withdraws, etc.) '''we will permanently remove your accounts after July 31st.''' This means you will lose access to your RCS Google account, email address, Schoology, myRiverdale, etc. at that time.
+For all departing students (graduates, transfers, withdraws, etc.) '''we will permanently remove your accounts after July 31st.''' This means '''you will lose access to your RCS Google account, email address, Schoology, myRiverdale, etc.''' at that time.
-'''Make sure you have transferred anything you wish to keep''' from your network storage (Documents folder) or Google Drive to your personal accounts or thumb drives before you go because we can not re-activate your accounts if you miss the deadline. [[#How to keep data from your RCS account|See below for details]] on retaining/moving your Google data.
+'''Make sure you have transferred anything you wish to keep''' from your Google Drive to your personal accounts or external drives before you go because <u>we can not re-activate your accounts if you miss the deadline</u>. [[#How to keep data from your RCS account|See below for details]] on retaining/moving your Google data.
-Be sure to [https://support.google.com/mail/answer/25922 setup an auto-reply/vacation message in GMail] after graduation to share your non-RCS email with anyone who emails you before your accounts are removed.
+Be sure to [https://support.google.com/mail/answer/25922 setup an auto-reply/vacation message in GMail] at some point in May or June to share your non-RCS email with anyone who emails you before your accounts are removed.
+You may also want to '''set up a forwarding address in your gmail''', which will forward all of your mail to another address.
+[[File:Gmail See All Settings.png|left|thumb|200x200px]]
+*Go to the Sprocket in the top, right-hand corner of your gmail screen, and select '''See All Settings'''.
+*Then select '''Forwarding and POP/IMAP''' and then click the button that says '''Add A Forwarding Address'''.
+*Once you enter an email address in the resulting field, Gmail will send an email to that other address with a code. You will need to use that code in order to complete the forwarding setup.
+<br clear="all">
 Feel free to come see a member of the tech department at the helpdesk, or {{tsreq}} and we'll do our best to assist you.
@@ Line 31: / Line 38: @@
 *Start by deleting any files you absolutely don't need, and organizing the rest.
-*Move appropriate network files to your departmental share.
 *If you have important departmental files in Google Drive, do one or both of the following:
-*#Move them to a departmental Team Drive or Google Drive shared folder if you have one
+*#Move them to a departmental Shared Drive or Google Drive shared folder if you have one
 *#Transfer ownership of the files to your department chair ([https://support.google.com/drive/bin/answer.py?hl=en&answer=2494892&from=92358&rd=1 click here for instructions])
 *Move your RCS Google account data to your personal accounts if necessary. [[#How to keep data from your RCS Google account|See below for details]]
@@ Line 47: / Line 53: @@
 ====Laptop Return====
-In late May or early June you will receive an email from the Tech Department that points you here because we know you're leaving. Follow what's in that email :)
+In late May or early June you will receive an email from the Tech Department that points you here because we know you're leaving. Follow what's in that email<span> </span>:)
 #Ensure any data you want to keep is backed up or copied somewhere
@@ Line 65: / Line 71: @@
 We will:
-*remove all of your accounts in mid-July (or soon after your last day).
+*Remove all of your accounts in mid-July (or soon after your last day).
-**your domain, Google, Schoology and Okta (myRiverdale) access will be removed.
+**Your domain, Google, Schoology and Okta (myRiverdale) access will be removed.
-*transfer all of your Google Drive data to your department chair or supervisor.
+*Yransfer all of your Google Drive data to your department chair or supervisor.
-*delete ALL of your other Google data rendering it '''unrecoverable'''!
+*Delete ALL of your other Google data rendering it '''unrecoverable'''!
 **GMail, Sites, Groups will all be deleted.
-*transfer all of the data in your domain home folder to your department chair or supervisor
+*Yransfer all of the data in your domain home folder to your department chair or supervisor
-*delete any data in Overflow storage.
+*Felete any data in Overflow storage.
-*reassign the phone number. Any pending voicemail messages will be deleted.
+*Reassign the phone number. Any pending voicemail messages will be deleted.
 Note:
-*Moodle/Schoology courses are archived for years, so they will be available to the community after your departure.
+*Schoology courses are archived for years, so they will be available to the community after your departure.
 ===Someone in my team is leaving, what do I do?===
-We need you to [https://howdoi.riverdale.edu/wiki/Get_help%3F#Submit_a_Tech_Support_Ticket submit a Tech Support request] ''[Tech Support (Exact) / Account Issue / Departing Employee]'' after you decide:
+We need you to [https://howdoi.riverdale.edu/wiki/Get_help%3F#Submit_a_Tech_Support_Ticket submit a Tech Support request] ''[Provisioning / Employee User Account / Deactivate Employee User Account]'' after you decide:
 *'''Documents''': Who will get the user's domain documents (i.e. the Documents folder)?
@@ Line 93: / Line 99: @@
 ===Google Apps data===
-Google Takeout is an easy process that either '''transfers''' your GMail and Drive content to a different Google Account or '''downloads''' your content so you can import it to a system other than Google. Note that it can take a few DAYS for this process to complete, and any changes you make to your Google data AFTER the completion will not be reflected in the destination account/files. You must give yourself adequate time to complete the transfer, don't wait until the last minute!
+'''At this time, Google Takeout is enabled for students only.'''
+For '''employees''': We recommend placing all of your Google Drive data into a '''single folder''', then downloading it. You can download onto a personal device OR download onto your Riverdale laptop, then upload to a personal cloud storage (Ex: Dropbox, personal GDrive, OneDrive). For data that lives in a Shared Drive, we recommend '''making a copy''' of the desired files and placing them into a folder, then download that folder.
+For '''students''': We recommend using [https://takeout.google.com/ Google Takeout] to export the RCS files you would like to take with you and download them to an external storage device, personal computer, or personal account (Google or another service). To start the export process, go to [https://takeout.google.com/ takeout.google.com].
+<big>'''1. Select data to include'''</big>
+Choose '''Deselect all''' and check the boxes next to each Google app listed that you would like to have data from. If the option to view '''All [''app name''] data''' '''included''' is given, click on it to expand the list and select only the data you want. The most common apps and data useful to copy within them are:
+{| class="wikitable"
+|+Common Google apps
+!App/Service
+!Useful data
+!Recommended action
+|-
+|Chrome
+|Bookmarks
+|
+|-
+|Drive
+|Select your folders
+|We '''strongly recommend''' that you go through all your Drive files in your RCS account and organize them into folders '''before''' starting the export process.
+*''Suggestion:'' make one folder called RCS (or another name of your choosing) and dump all your existing files/folders there so all of your school data can be easily found in one place.
+|-
+|Google Photos
+|Select albums
+|''Suggestion:'' Organize your photos into Albums before initiating a Takeout export.
+|-
+|Mail
+| - Inbox
+- Labels
+|
+|-
+|Contacts
+|
+|Useful if you would like to retain the contact info of anyone you have communicated with outside of RCS while using your school account.
+*''Suggestion:'' create a label and move external/desired contacts into it '''before''' initiating your export.
+|}
+Choose '''Next step''' at the bottom of the list of Google apps when you have finished selecting the data you will be keeping.
+<big>'''2. Choose file type, frequency & destination'''</big>
+<u><big>Delivery method</big></u>
+'''Send download link via email:''' You will receive an email in your RCS account containing a download link to all your files once the export is complete. You will then have '''7 days''' to download your export.
+*Google app files (Docs, Sheets, Slides, etc.) will be saved as Microsoft Office files (Word, Excel, PowerPoint, etc.), so choose this delivery method if you do not have your own Google account or are intending to save your data to external storage or to a personal computer.
+'''Add to Drive:''' Choose if you have a personal Google account and want to store your exported data in Drive, which will preserve the original filetypes created through Google apps (Docs, Sheets, Slides, etc.). Enter your personal account information when prompted. A folder containing your archived data should be available in your personal Drive when the export is complete.
+<u><big>Frequency</big></u>
+'''Export once''' ''(Recommended)''''':''' All of your exported data will be available to download after your export is done.
+<u><big>File type & size</big></u>
+'''.zip''' ''(Recommended)''''':''' Most computers can open this filetype.
+'''50 GB''' ''(Recommended)''''':''' exports larger than this will be split up into multiple .zip files.
+*The other available size options will also be split into multiple .zip files if the export exceeds the specified size chosen.
+Click on '''Create export''' after choosing your preferred delivery method. Your data export will begin and you may navigate away from the page at this point. Visit [https://takeout.google.com/settings/takeout takeout.google.com/settings/takeout] to view the progress of your export as well as download it once it has finished.
-You'd choose to '''transfer''' [https://support.google.com/accounts/answer/6386856 (with this link)] if you are going to another school that uses Google Apps or just want to move your Riverdale Google content to your personal GMail account.
+Note that '''the export can take a few hours or days''' depending on how much data you are moving, so please give yourself adequate time to complete this process before your departure. Additionally, note that '''any changes you make to your Google data during or after initiating the export will not be reflected in the final export.'''
-You'd choose to '''download''' [https://takeout.google.com/settings/takeout (with this link)] if you want Microsoft Word versions of your Google Docs, Excel versions of your Sheets, an archive file of your e-mail, etc.
+<br />
 ===SMART Notebook files===