Find and manage existing Google Accounts
You can find and manage your users with existing Google Accounts using the Transfer tool for unmanaged users. You use the tool to check whether any users in your organization have personal Google Accounts that share your organization's email address (conflicting accounts). If so, you can ask the users to transfer their personal Google Account to your organization's managed Google Account. You can track who’s been sent a request, and who’s accepted or declined.
You must be signed in as a super administrator for this task.
Before you begin
- Make sure your domain is verified with a TXT or CNAME record. Learn more about verifying your domain.
- If you changed your MX records before you created your new Google Account, set up a forwarding rule or catch-all address to make sure that your users receive their transfer request. For more information, see Avoid bounced messages from new MX records.
Find potential conflicts and send a transfer requestSee users with potential conflicting accounts
- Open the Transfer tool for unmanaged users.
Tip: To do this from the Google Admin console: at the top right, click Open , and under Tools, click Transfer tool for unmanaged users.
- All users that haven't been sent a request to transfer are listed in the first column.
- A synchronization hasn't updated the data yet. This usually happens if you recently verified your domain. It can take a few hours for all accounts to appear.
- The user is on an alias domain. These accounts can't be transferred. Accounts can only be transferred if the domain in the email address is a primary or secondary domain.
- The user has their organization's email address as an alternate email on their account. Accounts can only be transferred if the primary email address of the user is an organization email address. When you create this user, their organization's email address will be removed as an alternate from their existing account.
- The user has special characters in their email address that aren't supported by Google Cloud. The user needs to update their username to remove the special characters before their account can be transferred.
- The user has created their account with uppercase letters for the domain name. The user can only be transferred if the domain name matches exactly. To resolve this issue, complete the following steps:
Suppose jane@DOMAIN.com is the account in question.
- Create a firstname.lastname@example.org account and immediately delete it.
- Have the user go to https://accounts.google.com/b/0/EditEmail?followup=https%3A%2F%2Fmyaccount.google.com%2Femail and sign in.
- Have the user click Do this later.
- Have the user enter the full email address, such as email@example.com, with no uppercase letters. The user will be asked to click a link sent in an email in order to complete the rename.
The user (firstname.lastname@example.org) should now appear in the list of accounts.
Users that haven't been sent a request to transfer their account have Not sent in the Request status column. To see only these users, on the left, select Not sent.
To send a transfer request:
- Next to the user's email, hover over their profile image and check the box.
Note: This action must be performed manually. While you can send requests for multiple users at once, you can’t yet do so in bulk using an API.
- Click Email user a request .
The user's status changes to Sent. On the left, select Request sent to see all users with pending requests.
To see how a user can respond, see How users accept transfer requests.
Users that are asked to transfer their account to your organization's managed Google Account have Sent in the Request status column. On the left, select Request sent to see all users with pending requests.
If you want to cancel a request:
- Next to the user’s email, hover over their profile image and check the box.
Note: This action must be performed manually. While you can cancel requests for multiple users at once, you can’t yet do so in bulk using an API.
- Click Cancel .
The user's status changes to Not sent.
See what users decide to doHow users accept transfer requests
Users get an email when you send them a transfer request. In the email, they can click Transfer my account. If they do, they’re prompted to sign in to their personal Google Account, if they are not already signed in.
The user must agree to certain terms to initiate the transfer. See What happens to the user’s data for details on the agreement.
If they transfer, the user’s status changes to Accepted. To see only these users, on the left, select Accepted.
If the user clicks Decline request in the email, they’ll be prompted to rename their personal account when you create their new managed Google Account.
Their status changes to Declined. To see all users who declined a request, on the left, select Declined. You can send a new transfer request if the user declined by mistake.
You can create a new account in your organization's managed Google Account with the same email address as the user. The user will be prompted to rename their old account when you create their new managed Google Account.
If the user accepts the request to transfer their account, you'll be able to:
- Manage the account.
Note: Sites and secondary calendars created by the user before the transfer can't be administered by your organization's managed Google Account.
- Access and delete data in the account.
- Restrict access to Google services.
If the user declines or ignores the request to transfer their account, they’ll be prompted to rename the account with a different email address the next time they sign in.
If they do:
- All data in the personal account remains in the account.
- The data in the personal account remains safe and accessible only to them.