Saving/Migrating Email and Docs when leaving Williams

What happens to my Email and Documents?:

• Faculty

  Accounts are disabled three months after leaving the college.  Forwarding and auto-reply are disabled one year after leaving. See  Automatically forward emails to another account for instructions on how to forward Williams email.

• Staff

  Accounts are disabled on the separation date.  Forwarding to a personal account is not allowed. Auto-replies are disabled after three months.

• Graduating Seniors

  After graduation, students will no longer receive new email in their Williams (gmail) account.  Your Williams account including Email, G Suite files (Google Drive), and other Williams associated services (Adobe, Glow, etc) will be deleted on July 1.

  See Alumni Email Forwarding  for instructions on how to set up email forwarding which allows you to keep your short email address (e.g. [email protected]) and have it forwarded to a personal account.

What to do before my Email and Docs get turned off?:

• Set Up A Vacation Responder (Auto Reply)

  Anyone leaving the college should also set up a Gmail Vacation Responder message to let people know that your Williams email account will be ending and what new email address they should use to contact you in the future.

  See:   https://support.google.com/mail/answer/25922
  Vacation Responder will continue to work until 45 days after graduation (even though your account is disabled).
  

  An example Vacation Responder message might be:

  Thank you for your message.  I graduated from Williams College in June 2016.  Please send any future correspondence to my new email address:   [email protected]

• Save/Migrate Email and Google Docs

  We recommend using Google's own transfer tool to get your G Suite data (Drive, Email , etc) to a personal Google account More info here: https://takeout.google.com/transfer?pli=1

  If you are unable to use Google Transfer here are some other options:

  Google Takeout (create archives):

  Use Google Takeout to create downloadable archives of your mail, calendar, documents and many other types of Google data

  • Formats for each of the TakeOut items:   https://support.google.com/accounts/answer/3024195
  • Google Takeout  FAQ:   https://support.google.com/accounts/answer/3024190?hl=en
  • How to back up and restore Gmail and Calendar files   using Google Takeout

  Manually Transfer/Export to a personal computer:

  Use  In App Data Transfer  for the following apps only :

  • Email: Gmail accounts offer an option to download all mail to your computer via POP or IMAP access with a local desktop client, such as Microsoft Outlook or Mozilla Thunderbird. For POP settings see: Copy-Williams-GAE-to-gmail.pdf
  • Contacts: Each email account allows users to export the contacts list in a CSV or vCard format.
  • Calendar: Google Calendar offers the ability to download an iCal file to your desktop (limited to calendars that are publicly shared), or you can download all calendars in your 'My Calendars' list.
  • Drive: Google Drive lets you save your documents, spreadsheets and presentations to your hard drive in various formats.
  • More Google applications: You can find additional information about moving data from other Google applications in the Google Accounts Help Center.

• Special instructions for Google Photos

  Google Photos are a little different and there are several methods you can use to transfer them to a personal account:  Google Photo resources

  Or use Google Takeout

• Transfer Ownership of Shared Google Drive Documents & Folders

  Think about transferring ownership of the Drive documents and folders you have shared that may still need to be used after you leave.
  Google provides directions on how to transfer ownership of individual documents. (Note: File ownership can only be transferred to other Williams accounts)

• Maintain access to your Adobe assets

  As soon-to-be-graduates, you can migrate your Creative Cloud assets from school-assigned accounts to new Creative Cloud free membership accounts. Take the steps outlined here so you can take your assets with you, graduation.adobe.com.

  Your new personal account is a Creative Cloud Free membership, which includes 2GB of storage. If your school account has more than 2GB of content, don't worry, all of your content will be migrated. However, you cannot add more content to the new personal account until storage space is freed up.

  Keep in mind the assets will be transferred to a NEW Adobe ID , not an existing personal Adobe ID.