Google Migration

As UConn migrates user accounts off Google Workspace some data or services will require users to take steps to manually transfer or backup data.  Please review the timeline below and the steps you should take for any Google Services that you have used.  If you have questions after reviewing the information below, or would like assistance, please submit a Tech Support Request

If you don't review your Google account and take any necessary actions before your account is deleted, you may lose data!

Timeline

Staff and Postdocs

Staff and Postdoc Google Drive migrations were completed at the beginning of March, staff and postdoc Google Accounts will be deleted on April 30. Staff should read through the below information and verify that all data needed from their Google account has been transferred or backed up as soon as possible, please do not wait until the last minute as we may be unable to resolve any issues that arise before your account is deleted. Anyone in this group will have received multiple emails from ITS regarding their migration and impending account deletion.

Current Students

Student Google Drive migrations will begin in May and accounts will be deleted in August. More detailed information will be sent to students as the migration date approaches.

Faculty

Faculty Google Drive migrations will begin in May, after student migrations have completed, and accounts will be deleted in August. More detailed information will be sent to faculty as the migration date approaches.

Steps You Need to Take

There are several steps you should take before your UConn managed Google account is deleted to ensure you don't lose data. We recommend starting to review the below instructions and your data as soon possible to allow time for any complications which may arise. Saving data from some Google Services requires using Google Takeout, which may take several days to complete.

Google offers many different services, and you should verify that the data from every service you have used with your UConn Google account is copied to the equivalent Microsoft 365 service or backed up appropriately. We have included a list of the services most commonly used within the Neag School of Education below, if you have questions on these, or how to migrate data from any other Google services, please submit a Tech Support Request and we will be happy to assist you.

Common Google Services

Google Drive

All data saved in your personal Google Drive will be automatically migrated to your OneDrive, but that does not cover Shared Drives or files which other users owned that they shared with you, please see further details below. Once you have received email confirmation from ITS that your Google Drive migration has been completed, you can open and edit the GDrive folder in your OneDrive. Please check this folder and verify that all important data has successfully migrated and is accessible paying close attention to any errors that may have been listed in the Google Migration email you recieved.

Staff and Postdoc Google Drive migrations were completed the first week of March
Google Drive: Files Shared With You

When your Google account is deleted, you will lose access to all files, folders, and rives which have been shared with you.  If you still need access to these files, the owner will need to share those files with you again:

  • If the owner of the data is a current member of UConn, those files should be shared through OneDrive or SharePoint.
    This may be done prior to your account deletion to prevent any interruption in access.
  • If the owner of the data was a member of UConn, but has now separated from UConn, you will need to save a copy of those files to OneDrive or SharePoint. You can follow the process at this Knowledge Base article under the section for "If you have less than ~25 files or a specific data set" to download multiple files which have been shared with you in a Zip file.
    This must be done prior to your account deletion, or the data will be lost.
  • If the owner of the data is a collaborator outside of UConn, the files will need to be shared with you again after your UConn managed Google account is deleted.
    Instructions for creating an unmanaged Google account using your UConn email address are available at https://kb.uconn.edu/space/IKB/26574684347/Create+an+Unmanaged+Google+Account.

    To ensure compliance with ITS and State of Connecticut data handling guidelines, UConn data cannot be stored in unmanaged Google accounts.

    You may collaborate on data belonging to other organizations if Google is their chosen data storage platform.

It may be helpful to save a copy of the current list of all files shared with you, and by whom, to refer to after your account is deleted. If you would like to save a full list of files shared with you, please follow the Knowledge Base article to Create Record of Files Shared with me in Google

Google Drive: Files You Have Shared With Others

Files which you had saved in Google Drive and shared with other users will need to be shared again from OneDrive.  Please see the Knowledge Base article for detailed instructions on how to Share Files/Folders in OneDrive

Google Drive: Shared Drives

Shared Drive files were copied to the OneDrive of the owner of the Shared Drive. If there were multiple owners of the Share Drive, the files were migrated to the owner who's email address came first alphabetically. If that person has separated from UConn, you may need to manually download those files. Please see the Google Shared Drives - Migration Knowledge Base article for more detailed information about Shared Drives.

Forms

You will likely need to copy any Google Forms, and the responses to those forms, manually to Microsoft 365 if you still require the form or the responses. ITS tested a form migration tool, but the results were unreliable and inconsistent. If there are any forms which you will continue to use, please see the Knowledge Base article for steps to Copy Google Forms to Microsoft Forms. If you need to retain the data that was previously collected from a form, either:

  • Check if the data was saved to a Google Sheet which has been copied to the GDrive folder in your OneDrive. If it was, please check the new Excel spreadsheet to ensure your data has successfully migrated.
  • If the data was not migrated to your GDrive folder, you will need to export the results manually.

Photos

Data saved in Google Photos will not be copied to OneDrive automatically. You will need to follow the Knowledge Base article for Migrating Google Photo Library to either:

  • Transfer your Google Photos to another Google account if they are personal photos.
  • Save a copy of your photos using Google Takeout, then move the downloaded photos to OneDrive or SharePoint as appropriate.

Email

Email will automatically to Microsoft 365 for current students Gmail accounts, but if you were formerly a UConn student, but are now a UConn employee, you will need to backup your email manually. Please follow the Knowledge Base article at to export your Gmail to another service.

Chrome data (Bookmarks, Addresses, History, Reading List, Settings, etc.)

If you have your Chrome browser tied to your UConn Email account, you should backup your Chrome settings using Google takeout. Please follow the Knowledge Base article for using Google Takeout to Export Google Workspace Data and select Chrome from the available options.

Classroom

If you have you used Google Classroom, please follow the Knowledge Base article for using Google Takeout to Export Google Workspace Data and select Google Classroom from the available options.

Services You Have Signed Into Using Your Google Account

If you sign into a non-UConn app or service with your UConn Google account, you need to update how you log in before your account is deleted. Please follow the Knowledge Base article for Switching from Google Sign-in to Email and Password Log-in

Links to Google Files on HuskyCT or Other Sites

If you have linked to your Google files in a HuskyCT site, or any other locations, you will need to update those links to point to the new OneDrive or SharePoint location for those files. If you have HuskyCT links to Google files, ITS has suggested that you should also take this opportunity to also migrate "Original" HuskyCT courses to new "Ultra" courses, as the total time will be shorter if you make all the modifications at the same time. Please follow the knowledge base article for https://kb.uconn.edu/space/TL/26051936958/Adding+files+from+Microsoft+OneDrive+to+a+HuskyCT+Ultra+Course