Friday, May 1, 2020

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 October 1, one year after their graduation year.

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

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

Step 2: Create a Shared drive

Members of the Shared drive own the files, not an individual, so even when a team member’s account is deleted, the documents they created remain in the Shared drive remain.
  1. Open Drive.
  2. In the left navigation, click Shared drive
  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 Shared drive.
  3. At the top, under the Share 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 Manager 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 Shared drive.
  2. Click and drag the files to the Shared drive.

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

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