Wednesday, September 14, 2016

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

Accounts for recent graduates are scheduled to be deleted on Monday, October 2, 2017!

Any Google Google Doc, Sheet, Slide, or YouTube video owned by students will be deleted when their Macalester account is deleted.

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.
    SearchDriveOwner.png
  3. Click Search.
  4. Now you have a list of Google Drive files owned by your former student worker.

Step 2: Create a Team Drive

Team members own the docs in a Team Drive, not an individual, so even when a team member’s account is deleted, the documents they created in the Team Drive remain.
  1. Open Drive.
  2. In the left navigation, click Team Drives.
  3. At top, click New.
  4. Enter a name.
  5. Click Create.

Step 3: Add members and set permissions:

  1. To add members and set permissions, you need full access permission.
  2. In the left navigation, click a Team Drive.
  3. At the top, under the Team Drive name, click +Add Members.
  4. Add the names of the individuals whose accounts are about to be deleted.
  5. Leave the permission set to Full access since you are moving documents that are owned by others.
  6. (Optional) Enter a message.
  7. (Optional) If you don’t want to send notifications, select Skip sending notifications.
  8. Choose an option:
    1. Click Send to send notifications.
    2. Click Add if you don't want to send notifications.

Step 4: Move docs to the Team Drive

  1. You can’t move folders, so select the docs you want to move to Team Drive.
  2. Click and drag the files to the Team Drive.

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

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