Wednesday, September 14, 2016

Find out which files in your Google Drive are about to be deleted and what to do about it!

Any Google Doc, Sheet, Slide, or YouTube video owned by staff or students will be deleted when their Macalester account is deleted. All accounts are disabled and then deleted, so you have a short grace period to keep those Google Drive files. For 2016 graduates, their accounts are scheduled to be disabled September 27, 2016. For staff, their accounts are scheduled to be disabled on their last day of employment. Once disabled, accounts are deleted within in days and are unable to be recovered.

When the original owner has not changed the ownership to you, take the following steps to keep Google Drive files

Step 1: Search your Google Drive by owner

  1. Click Search options.
  2. From the Owner menu, select Specific person… and enter the person’s name and select it from the list of possible matches that appears.
  3. Click Search.
  4. Now you have a list of Google Drive files owned by your former student worker.

Step 2: Make a copy

  1. Select all the documents you want to keep.
  2. Right-click and select Make a copy.
  3. Copies of the files are created, adding Copy of to the file title.
  4. You are now the owner of those files.

Step 3: Share the copies (optional)

  1. Select the files you want to share.
  2. Right-click and select Share…
  3. In the People field, enter the accounts with whom you want to share the documents.
  4. Click Done.

For questions about Google Drive, YouTube, and changing ownership, contact the ITS Help Desk at or 651-696-6525.

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