Thursday, August 31, 2017

6-1/2 Ways to Find and Organize Google Drive Files

1. Student accounts are deleted after graduation; make a departmental account the owner

1. Student accounts are deleted after graduation; make a departmental account the owner Accounts of graduated seniors are disabled usually the last day of fall semester’s add/drop period. That means that any Google Docs owned by student workers will no longer be available. Do yourself a favor, and ask the student worker to change the document’s downer to a departmental account or use Team Drives.

2. Use Team Drive

Unlike files in My Drive, files in Team Drive belong to the team instead of an individual. Even if members leave, the files stay exactly where they are so your team can continue to share information and get work done. Go ahead and create a Team Drive to collaborate with others on research projects, work assignments and more!

3. Add a star to the file or folder; use Starred menu to locate

Just like email, you can star a Google Doc or folder making it easier to get back to anytime. Unstarr (can you say, "unstarr?") items you don't need to keep the list tidy.

4. Add the same file to multiple folders, without having to duplicate it
Know the differences between Add, Move, Remove, and Move to trash. Read carefully any messages that appear when you add/move/remove/or trash a file. 

5. Search for keywords, not just titles

6. Use +mention with Assign to and keep track of action items in Docs, Sheets and Slides

Use comments to assign action items to yourself or other collaborators. Go to Advanced Search > Follow up > Action items only to locate your action items and stay on top of things!

6-1/2. Use Advanced search filters

You can find files in Google Drive, Docs, Sheets, and Slides by searching for: File title, file contents, items featured in pictures, PDF files, or other files stored on your Drive. You can also sort and filter search results.

Monday, August 28, 2017

Copy and transfer your Mail and Google Drive files to another Google Account Guide

When will my student account be disabled?

  • Class of 2019: October 1, 2020
  • Class of 2020: October 1, 2021

What can you copy

You can copy and transfer these kinds of files from your Macalester account to another Google Account:
  • Email in Gmail, not contacts, chats, or tasks
  • Documents that you own in Google Drive, except files in the "Google Photos" section of Drive
  • Documents in My Drive
The original files stay in your school account. Any changes you make to the copied files don't affect the originals.

My Drive files that aren't copied

A file in My Drive won't be copied if either of the following are true:
When the copy process is done, you'll be notified by email about any files in My Drive that weren't copied.

Step 1: Verify your Gmail account has enough storage space

Find out how much storage space you’ll need

  1. Log into your Macalester account.
  2. Go to Drive Storage for your Macalester account.  
  3. Add up the Google Drive and Gmail storage you are using. The Google Photos section will not be transferred.

Find out how much storage space you have

  1. Log into your Gmail account.
  2. Go to Drive Storage for your Gmail account.  
  3. From total storage subtract used. Is there enough? If not, you may purchase a plan from Google to purchase more storage.  

Step 2: Prepare your files

To copy content that other people have shared with you, add those files to My Drive.

Details about the copy process

  • The copy process usually happens within a few hours, but it can take up to a week.
  • Copied files might appear in batches on your Google Account during the copy process.
  • When your files are finished copying, you'll get an email at your Gmail address.
  • Each time you copy files from your Macalester account, a new set of copies is created in your Gmail Account.

Step 3: Start the copy process

  1. From your Macalester account, go to Transfer your content.
  2. Enter the email address of the Gmail Account where you want to copy your content.
  3. Select Get code.
  4. On your Gmail Account, check your inbox for a confirmation email from Google. In the email, select Get confirmation code. A new tab will open with a code.
  5. From your Macalester account, go back to the Transfer your content page. Enter the code, then choose Verify.
  6. Choose the content you'd like to copy, then select Start transfer.

See your copied files

To see the files you've copied, sign in to Gmail or Google Drive with your Google Account.
  • Gmail: Copied content will have a label with your school account name and the date you started the copy process.
  • Drive: Copied content will be in a folder labeled with your school account name and the date you started the copy process.

What changes on copied files

There are a few important changes that happen on files copied from Google Drive:
  • You automatically become the file owner of all copied files. The owners of the original files remain the same.
  • Copied files aren't shared with others. You can always choose to share them.
  • Comments are copied, but revision history isn't.

Step 4: Download files that aren't copied (optional)

  • To save your content from other Google products, you can download your Macalester Data.
  • For example, you can download your Gmail contacts, your YouTube videos, and your photo albums in Google Photos.
  • For instructions on how create an archive, check out Google’s Download your data support page.


Need assistance?

ITS Help Desk


Wednesday, August 23, 2017

Update your Macalester Email Signature

Office or Department
651-696-xxxx |

1600 Grand Avenue
Saint Paul, MN 55105 USA


Follow these instructions to update your email signature to match the new Macalester brand.
  1. Log in to your Macalester email account at
  2. Click the gear icon in the upper right corner of your email window and select Settings.

  3. On the General tab, locate the Signature field and erase your current signature.

  4. Select and copy the following (including the shield image):

    Office or Department
    651-696-xxxx |

    1600 Grand Avenue
    Saint Paul, MN 55105 USA

  5. Paste the text/image into the Signature field.

  6. Select each piece of information and replace it with your information. Note that the name should be typed using all uppercase letters.

  7. Scroll to the bottom of the page and click Save Changes.

  8. When you create a new email message, your signature will look like this:

    If you need assistance, please contact the ITS Help Desk at or 651-696-6525

Monday, August 14, 2017

Class of 2017 - Keep copies of your Emails and Google Drive files

Congratulations to the young alumni in the Class of 2017! Are you interested in hanging on to your Macalester email and Google Drive files? Begin planning to move your data to a personal account. Move it or lose it!

Keep your Email

    Your Macalester accounts will be deleted Monday, October 2, 2017.

    You will continue to receive email as well as all-campus and all-student email postings until your account is deleted.

    Depending on how much email you have, it can take several days to move it to a personal email account.

Keep your Google Drive Files

    Once your Macalester account is deleted, all of your Macalester Google Drive files or folders will be deleted and cannot be recovered.

    Change ownership of your files where relevant. Change the owner of each individual Google Drive file. Changing the ownership of a folder does not change the ownership of the files stored within it!

        Do you own any assignments? You can't change ownership to your personal gmail account. Better make a copy for yourself, copy and paste into your personal account.

        Do you own any group projects for class that need to stay at Macalester now that you've graduated? Better transfer the ownership to another student who has not graduated.

        Do you own any work-study related Google Drive files that need to stay with the department now that you've graduated? Better transfer the ownership to your supervisor.
Keep In Touch

Before your accounts expire, update your contact information in MacDirect, the online alumni directory! It's the easiest way to stay connected to Macalester. You can choose whether or not you'd like to receive the alumni newsletter and magazine, or get updates on Mac events in your region - it's all up to you. Alumni and students utilize the database for networking and career conversations, and academic departments and professors rely on it to connect with former students. Visit and stay in touch!       

Check out the Graduates Technology Checklist for more info and detailed instructions. If you need assistance, please contact the ITS Help Desk, 651-696-6525 or