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Download / Transfer a Copy of Personal UAlberta Google Data

Modified on: Wed, 3 Jan 2024 11:04 AM

Introduction

This article provides instructions on how to use Google Takeout to download or transfer a copy of personal data from your UAlberta Google.


Applicability

This article is intended for any UAlberta Google user seeking information on Google Takeout in the UAlberta Google domain. 


Details

Google Takeout is a self-service tool to help users export and download a copy of data from UAlberta Google apps such as Gmail, Calendar, and more. Google Takeout Transfer can also be used to transfer a copy of Gmail and Drive data to another Google Workspace or Gmail account with sufficient storage. 


IMPORTANT!
  • Google Takeout is a Google consumer app and not supported by IST. Additional support with this service is available through Google help centers and forums
  • Google Takeout does not delete data from UAlberta Google accounts. Data must be manually deleted once you have verified it has been successfully exported and you can view/access it. 
  • Depending on the amount of information in an account, the export or transfer process could take a few minutes or up to a week to process. Do not retry a Takeout request until after you have received email confirmation from the first request.
  • As a member of the University community, you are entrusted to manage University information responsibly and in accordance with the University's Information Management and Information Technology Policies.

Export and Download a Copy

Before you Begin

  • Google Takeout can only export data in the file format(s) specified in Takeout (e.g. Gmail messages export only to the open standard MBOX file format)
  • Creating an archive for Gmail is limited to three attempts a day, and up to seven attempts total per week

Steps

  1. Open a private or incognito window in your browser and navigate to https://takeout.google.com/, then sign in with your CCID@ualberta.ca email account. 
  2. Select the Google Apps you want to export data from. The Core UAlberta Google applications and additional consumer Google applications with data are automatically selected for download. Uncheck the box beside any applications that are not required, then click Next Step
  3. Select the file type, frequency & destination for you data export, then select Create Export. An email will be sent once the export is complete.

Accessing MBOX Archives After Export

Google Takeout exports a copy of Gmail messages to the open standard MBOX file format. MBOX files cannot be viewed or imported into Gmail. Third-party applications such as Mozilla Thunderbird (with the ImportExportTools NG add-on) or Apple Mail are required to view email messages from MBOX files. IST cannot assist with importing email to other email clients or to personal email accounts. Support for 3rd party applications are provided by the vendors only.


Transfer Data to Another Google Workspace or Gmail Account

Before you Begin

  • Google Takeout Transfer can only transfer Gmail and Drive data to another Google Workspace or Gmail account that has sufficient storage.
  • Google Takeout Transfer can only transfer the following data from your UAlberta Google account, other app data must be exported using Google Takeout:
    • All email in Gmail (not individual labels/folders, contacts, chats, or tasks)
    • Documents that you own in Google Drive (except files in the "Google Photos" section of Drive)
    • Documents in My Drive
    • Documents in your "Shared with me” folder (unless, to restrict sharing, the document owner turns off downloads and copies for commenters and viewers)

Steps

  1. Open a private or incognito window in your browser and navigate to https://takeout.google.com/transfer, then sign in with your CCID@ualberta.ca email account.
  2. Follow the onscreen prompts to enter and verify the Google Workspace or Gmail account you will be transferring to. 
  3. Select which content you want to transfer, then click Start Transfer
  4. An email will be sent once the transfer is complete.

Accessing Data After Export

Once you have received email confirmation that your transfer has completed successfully, you can find your data in the destination account as follows: 


Email: Transferred emails will usually be placed under a Gmail label named after your UAlberta email account.

Drive: Transferred Drive data will typically be placed in a folder within your 'My Drive' that is named after your UAlberta email account.


Help Information

The following support links will help users get started.


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