Exporting Google Content

There are a few different ways to export your information from PVPA's Google Apps, depending on what you want to accomplish.  You can find instructions on how to:

Additionally, there are instructions on how to set up an automated reply to notify people of your new email address and how to set up forwarding of email to a new account.



Keep just a few documents or files

If you have just a few files that you don't want to lose, the easiest way to keep them is to transfer ownership to another Google account that you've created.  Follow the steps below:

  1. Create your own personal Google account here.
  2. Sign out of the new account and log into your PVPA account.
  3. Open Google Drive and open a document you want to share.
  4. Click the 'Share' button in the upper-right corner of the window.
  5. Enter your new email address in the field and make sure the button next to it reads 'Can Edit.'
  6. You can uncheck the box labeled 'Notify people via email,' as you already know you're sharing the file.
  7. Press OK.  You'll be asked if you want to notify people (again).  Skip this.
  8. You'll be asked if you want to share with a user not in this Google Docs Organization.  Click YES.
  9. The new email address should show up in the list with 'Can Edit' privledges.
  10. Now switch to your new email address, go to Drive, and click 'Shared with Me' on the menu at the left.
  11. You should now see the document you just shared.  Right-Click it (Option+Click on a Mac) and select 'Make a Copy'.  You now have a copy that the new account owns.

Do this for all of the files you want to move.  If they are in the same directory in your PVPA Drive, you can do this for multiple files at the same time.  You can also share whole directories this way.



Keep all documents in Google Drive

If you want to keep all (or almost all) of your files, the easiest way is to let Google package them all into a ZIP file for you.  Follow these steps:

  1. Log into your email.
  2. Click your email address in the upper-right corner of the window.
  3. Beneath your name and email address you should see two links - Account and Privacy.  Click Account.
  4. In the 'Personal Info & Privacy' section, click 'Control your content'.
  5. In the box titled 'Download Your Data' click 'Create Archive'.
  6. Uncheck every product except 'Drive' (of course, you could download other things too, if you'd like.)
  7. Click the downward-facing arrow head just to the left of the green check-mark in the Drive row.
  8. You can elect to download everything or only certain folders.  You can also control what format everything is exported as.  If you're unsure, leave the settings the way they are.
  9. Click the 'Next' button at the bottom of the window.
  10. You should see options for 'File Type' and 'Delivery Method'.  Unless you have a specific reason, you'll probably just keep the default settings.
  11. Click 'Create Archive'.
  12. You can now close the window and wait for the email or you can leave the window open and download from there when the archive is complete.
  13. Save the archive to your computer or a thumb drive for future use.


Keep one or more Google Sites

 The export feature doesn't seem to be working any longer.  I'll have instructions for other ways to 'backup' your Google Sites very soon.



Keep emails

If you have used 'labels' to organize your email, you can pick and choose what emails you want to archive.  If all you want to do is to keep just a few emails, your best bet is to forward them to another email account.  Here's the instructions for archiving large quantities of email:

  1. Log into your email.
  2. Click your email address in the upper-right corner of the window.
  3. Beneath your name and email address you should see two links - Account and Privacy.  Click Account.
  4. In the 'Personal Info & Privacy' section, click 'Control your content'.
  5. In the box titled 'Download Your Data' click 'Create Archive'.
  6. Uncheck every product except 'Mail' (of course, you could download other things too, if you'd like.)
  7. Click the downward-facing arrow head just to the left of the green check-mark in the Mail row.
  8. You can elect to download everything or only certain labels.  Be aware that not all labels are selected by default!
  9. Click the 'Next' button at the bottom of the window.
  10. You should see options for 'File Type' and 'Delivery Method'.  Unless you have a specific reason, you'll probably just keep the default settings.
  11. Click 'Create Archive'.
  12. You can now close the window and wait for the email or you can leave the window open and download from there when the archive is complete.
  13. Save the archive to your computer or a thumb drive for future use.

If you have a lot of email, this can take some time.  Be patient and wait for the email from Google that your archive is ready to download.


Forward Email and Auto-Respond with your new Address

You can set up an auto-reply to inform people of a new email address.  You can also have your PVPA forwarded to another account.  Here's how:

  1. Log into your PVPA email.
  2. Click on the 'Gear' icon ()in the upper-right.
  3. Choose 'Settings' from the pop-up menu.
  4. On the 'General' tab, scroll down to the section titled 'Vacation Responder'.
  5. Turn the responder on with today as the first day.
  6. Enter a subject and a message like...
    Subject: New Email Address for Thom Vreeland
    Message: Hi! I've graduated and won't be using my PVPA email any more.  You can reach me from now on at vacationdreamer@desertisle.com  --Thom
  7. Click 'Save Changes' at the bottom of the page.
  8. Now go back into settings and switch to the 'Forwarding and POP/IMAP' tab.
  9. Click the 'Add a forwarding address' button at the top.
  10. Enter a valid email address and confirm it. You'll have to go to that email account to get a verification code. Copy the code and then come back to the PVPA account settings to enter the code and click 'Verify'.
  11. Once you've verified, you can turn on forwarding (pick what you want to do with the original email...leaving it in your in-box is fine.)
  12. Click 'Save Changes' to save your forwarding settings.