ITS Notices and Alerts
Notices and alerts from Information Technology Services at Macalester College
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
Click Search options.
From the Owner menu, select Specific person… and enter the person’s name and select it from the list of possible matches that appears.
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.
In the left navigation, click
At top, click
Enter a name.
Step 3: Add members and set permissions:
To add members and set permissions, you need full access permission.
In the left navigation, click a
At the top, under the
Add the names of the individuals whose accounts are about to be deleted.
Leave the permission set to
access since you are moving documents that are owned by others.
(Optional) Enter a message.
(Optional) If you don’t want to send notifications, select
kip sending notifications
Choose an option:
to send notifications.
if you don't want to send notifications.
Step 4: Move docs to the Team Drive
You can’t move folders, so select the docs you want to move to Shared drive.
Click and drag the files to the Shared drive.
For questions about Google Drive, YouTube, and changing ownership, contact the ITS Help Desk at
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