Back up or transfer your DS Google Drive and Gmail

This article presents multiple methods of transferring or backing up your Distinctive Schools Google account services.

Download Individual files, folders, or messages

Drive

1. Select your file or folder, then click the download icon; this will download the file locally to your computer.
2. Continue this process until you have backed up all files you wish to retain.

Gmail

1. Select any message, then select the three dots menu (...) in the upper right.
   • Choose "Download message" for a more versatile .eml file (for use in other email clients).
   • Choose "Print" and then save as PDF for a readable version.
2. Continue this process until you have backed up all messages you wish to retain

• IMPORTANT: if you have downloaded files to your work MacBook, you may want to transfer them to an external media source (personal thumb drive / portable hard drive), or upload them to a personal cloud based storage solution (Dropbox, personal Drive, etc)

Bulk Transfer and Backup options with Google Takeout*

*Takeout is only available when switched ON for individual campuses or groups by IT administration. You will be notified if this is available to you.

Transfer all Drive and GMail to another Google Account.  

Important: We only recommend this option if you are transferring to an active Google Workspace account with unlimited storage.  Personal Google accounts only allow 15GB data total for all services, which may not provide enough space for your all of your DS files.

If you don't have enough personal Google space, we recommend you use the manual download steps to backup locally or to another cloud based storage service.

1. 1. Go to https://myaccount.google.com/data-and-privacy?pli=1
   2. At the top of the screen, click the blue "Start transfer" button
   3. Follow the onscreen instructions to initiate your transfer

Download locally to a computer or transfer to an outside cloud-based service.

1. 1. 1. Go to https://takeout.google.com/
      2. At the top of the screen, click "Deselect All"
      3. Scroll down the screen and individually select Drive and Mail
      4. Choose any additional options to export (notable ones may be Google Photos, Contacts, Calendar, Tasks)
      5. When done selecting, scroll to the bottom and click "Next Step".

• You will now choose your export options.
  • If you choose "Send download link via email", Google will prepare your backup and email your work account with a link when it is ready to download.  
    • Once you receive the email, you can download the file to your work MacBook** (or a personal computer if you are signed in there)
  • You also have the option to export directly to an outside Drive account, Dropbox, OneDrive, Box cloud-based account (you will need to provide credentials to link the account).

• **If you have downloaded files to your work MacBook, you will want to transfer them to an external media source (personal thumb drive / portable hard drive), or upload them manually to a personal cloud based storage solution.  

Additional Resources:

Google Support: How to download your Google Data

Video: Export and Download all of Your Google Drive Files to Your Computer with Google Takeout

Still have questions?  Please submit a tech ticket at help.distinctiveschools.org