Step-by-Step 
Exporting Your Google Data

Instructions for Google Transfer and Google Takeout

This document provides step-by-step instructions for the two primary tools you can use to export your ICOM Google data: Google Transfer and Google Takeout. For an overview of which tool to use and when, see the Alumni IT Transition Guide.

Option 1: Google Transfer

Google Transfer copies all of your email and/or all of your Drive content to another Google account. This is the simplest method if you want everything moved to a personal Gmail.

Things to Know

• Transfer copies all of your email and/or all of your Drive content. You cannot select individual files or folders (use Takeout for that).
• The process can take up to a week for large amounts of data. Once started, you cannot pause or cancel it.
• You can only transfer files you own within My Drive.
• If using your ICOM alumni email as the destination, keep in mind that alumni accounts are email-only. You will need a different Gmail account to receive Drive data.
• Files may arrive in batches over the course of the transfer.

Steps

1. Identify your destination account. If you do not already have a personal Google account, create one at accounts.google.com. Confirm it has enough storage space.
2. Prepare your files. Transfer only includes files you own in My Drive. If you need shared files, make a copy first (right-click the file in Drive and select Make a Copy).
3. Log into your ICOM student account in one browser profile and navigate to takeout.google.com/transfer.
4. Enter your destination email address (your personal Gmail) and click Get code.
5. Open your personal Gmail in a separate browser profile or incognito window. Find the confirmation email from Google and click Get confirmation code. A new tab will open with a code.
6. Go back to the Transfer page in your ICOM account. Enter the code and click Verify.
7. Select what to copy (Email, Drive, or both), then click Start transfer.
8. Wait for the confirmation email. When the transfer is complete, Google will notify you. Check your files to make sure everything arrived.

Option 2: Google Takeout

Google Takeout lets you export and download a copy of your Google data. You can save it to your computer or send it directly to Dropbox, OneDrive, or Box. Unlike Transfer, Takeout lets you pick specific folders and services to export.

Things to Know

• Takeout does not preserve sharing permissions on exported files.
• Only files you own in My Drive are included. Shared drives and files owned by others are not exported.
• Export time varies from minutes to several days. IT has no visibility into this process and cannot speed it up.
• Tip: Submit separate export requests for each service (one for Drive, one for Gmail, etc.). If one service fails during a combined export, the entire request can be canceled.

Export and Download to Your Computer

Use these steps to download your Drive files or Gmail data as .ZIP files to your personal computer.

1. Go to takeout.google.com and sign in with your ICOM student email. We recommend using Google Chrome.
2. Click Deselect all in the upper-right corner of the Products section.
3. Scroll down and check the box next to the service you want to export (e.g., Drive or Mail).
4. For Drive: Click Advanced settings and check both options under Additional Files. Click OK. Then click All Drive data included to choose specific folders if desired.
5. For Mail: Click All Mail data included to select specific labels or keep all messages selected.
6. Scroll to the bottom and click Next step.
7. Leave Send download link via email selected. Leave Frequency set to Export once. Adjust file type and size if needed (defaults are .ZIP and 2 GB).
8. Click Create export.
9. When you receive the email notification from Google, click the download link to save the .ZIP file(s) to your computer. Extract them and verify your files are all accounted for.

Export to Dropbox, OneDrive, or Box

Use these steps to send your Google data directly to a third-party cloud storage account.

1. Follow Steps 1 through 5 from the Download instructions above to select and configure the data you want to export.
2. On the Next step page, select Add to Dropbox, Add to Box, or Add to OneDrive from the Destination dropdown menu.
3. Leave Frequency set to Export once. Adjust file type and size if needed.
4. Click Link accounts and create export. You will be redirected to your cloud provider to sign in and authorize Google.
5. When the export completes, Google will notify you by email. Check your cloud storage to verify files arrived. In Dropbox, exported files will appear in All Files > Apps > Google Download your Data.

After Your Export

• Verify your data. Always compare your exported files with the originals still in your ICOM account. If something is missing, try the export again or download individual files manually from drive.google.com.
• Do not retry the same Takeout request while one is in progress. This creates duplicate exports and can cause confusion. You can submit a separate request for a different service while another is processing.
• Recent changes may not be included. Data created or modified after you submit your export request may not appear in the export. If this is a concern, do a final manual check before your account is deleted.

Need Help?

If you run into issues or have questions, reach out to IT:

• Email: help@icom.edu
• Phone: 208-795-4306