STUDENTS - Account management when preparing to leave Goshen College
Posted by Patricia Goodman on 30 July 2013 08:55 AM

Students who leave Goshen College (either due to graduating or withdrawing, can continue to use their GC computer and email account for 6 months following the date of the last class taken at GC. After the 6 months, your account will be shut down and all files and email messages will be permanently deleted. Below are instructions on how retrieve copies of your files and email messages prior to departing from Goshen College. It is important that you follow the below instructions to retrieve copies of your email and files because after the 6 months pass and your files and email are deleted, we will not be able to retrieve them for you. 

 

Email

Your email account will shut down 6 months following the date of last class taken. During this 6 month period, time it is recommended that you forward your GC email address to a personal email account.  For instructions on how to retrieve your email messages and import them into another email account, click here. Remember, your account will shut down 6 months after the last class you take, and all of your email messages will be permanently deleted. Once they are deleted, we will not be able to retrieve them for you. 

 

GCFile (M: Drive)

Your account will shut down 6 months following the date of last class taken. Sometime during this 6 month period, you will need to retrieve any files that you would have saved to your M: drive. For assistance with obtaining those files, contact the Help Desk at 574-535-7700.  

Google Drive

Your account will shut down 6 months following the date of last class taken. You will need to retrieve any files that you have in your Google Drive. Your account will shut down 6 months after the last class you take, and all of your files in Google Drive will be permanently deleted. Once they are deleted, we will not be able to retrieve them for you. 

Instructions to retrieve your Google Drive files prior your GC account being shut down:

Google has a tool called Google Takeout that can walk you through this process.

    1. Log into your GC Google Account at http://google.goshen.edu/
    2. In the upper right corner, click on the down arrow next to your username (or your profile picture)
    3. Click on Account
    4. Scroll down to Account Tools
    5. Click on Download Data
    6. By default, all data services will be selected. Click to uncheck the services you don't need to retrieve content from. (*Note:  You can use the Google Takeout to also export your Google Chrome bookmarks, calendar entries, Contacts. But, if you use Google Takeout to export your email, the export will be in the "mbox" format, which cannot be directly imported into a personal Gmail account.  You will need to use an actual email application, such as Zimbra Desktop and import the mbox file into Zimbra, and then connect Zimbra to your personal Gmail account so you can move the messages into your personal Gmail account.  For instructions on getting your GC email messages into a personal Gmail account, see the instructions above for "Email".) 
    7. Click Next
    8. For the File Type, choose ".zip"
    9. For the Delivery Method, choose "Send download link via email"
    10. Click on the Create Archive button.  Google will prepare an archive of the files for the services you had selected.  You will receive an email message when your archive is ready for download. This email message will be sent to your Goshen College email account.  Look for an email from "Google Takeout" with the subject line of "Your Google Data Archive is ready".
    11. In the email message you receive, click on the blue Download Archive button. You may be prompted to log in with your GC Google Account password. *Note that Google will keep your archives for a prescribed period of time, and then they will be automatically deleted. (Your archives will also be deleted when your Goshen College account shuts down.)
      • Choose the option to Save File, and then click on OK.
      • Choose a location of where to save the file. You may also change the name of the file, but don't modify the .zip extension at the end of the file name.
      • Once the zip file is downloaded to your computer, you can extract the file.
        • Windows - right-click the .zip file and choose Extract All.  Then, click on the Extract button. This will extract the files into the same location that the .zip files is saved. Or, you can also choose an alternate location and then click on the Extract button. You will now have a new folder in that same location that contains the extracted files.
        • Mac - In Finder, go to your Downloads folder. Double click on the .zip file. You will now have a new folder in that same location that contains the extracted files. 

Remember, your account will shut down 6 months after the last class you take, and all of your files in Google Drive will be permanently deleted. Once they are deleted, we will not be able to retrieve them for you.

*Note:  You can use the Google Takeout to also export your Google Chrome bookmarks, calendar entries, Contacts. But, if you use Google Takeout to export your email, the export will be in the "mbox" format, which cannot be directly imported into a personal Gmail account.  You will need to use an actual email application, such as Zimbra Desktop and import the mbox file into Zimbra, and then connect Zimbra to your personal Gmail account so you can move the messages into your personal Gmail account.  For instructions on getting your GC email messages into a personal Gmail account, see the instructions above for "Email".

If you have any questions, or need assistance, please contact the ITS Help Desk at 574-535-7700. 

 

pg 7/30/13

Updated 1/13/15 pg

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