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Find and manage existing Google Accounts

 

We recommend that you resolve any conflicting accounts before you add users to your new G Suite account. To avoid creating conflicting accounts, you can find and manage your existing users with the Transfer tool for unmanaged users.

You use the tool to check whether any users in your organization have existing personal Google accounts that they created that would share your organization's email address. After you check, you can request that those users transfer their existing Google Account to your organization's G Suite account. You can also 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.

Find potential conflicts and send a request for them to transfer

See users with potential conflicting accounts
  1. Open the Transfer tool for unmanaged users.

    Tip: You can also access the tool on the right-hand side of your Admin console dashboard.

  2. All unmanaged users are listed in the first column. You can use the drop-down list to view the status of these accounts.
Why can't I see a user that I know exists?
  • 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 organizational 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 organizational 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 G Suite. 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.

    1. Create a jane@domain.com account and immediately delete it.
    2. Have the user go to https://accounts.google.com/b/0/EditEmail?followup=https%3A%2F%2Fmyaccount.google.com%2Femail and sign in. 
    3. Have the user click Do this later.
    4. Have the user enter the full email address, such as jane@domain.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 (jane@domain.com) should now appear in the list of accounts.

Send requests for users to transfer their account to G Suite

Users that haven't been sent a request to transfer their account have No request sent in the Status column. You can view only these users by selecting No request sent in the drop-down list. 

Users receive an email when you send them a request to transfer their account to G Suite. See How users accept transfer requests for details. 

To send a transfer request:

  1. Check the box next to the user you want to transfer.

    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 via an API.

  2. Click Email users a request Email users a request.

The user's status changes to Request sent. Select Request sent in the drop-down list to see all users with pending requests.

Withdraw a request to transfer an account

Users that have been asked to transfer their account to G Suite have Request sent in the Status column. Select Request sent in the drop-down list to see all users with pending requests.

If you want to withdraw a request:

  1. Check the box next to the user whose request you want to withdraw.

    Note: This action must be performed manually. While you can withdraw requests for multiple users at once, you can’t yet do so in bulk via an API.

  2. Click Remove Remove.

The user's status changes to No request sent. Select No request sent in the drop-down list to see these users.

See what users decide to do

How users accept transfer requests

Users receive an email when you send them a request to transfer their account to G Suite.

The user has the option to click Transfer my account in the email. If they click it, 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. 

Their status changes to Request accepted. You can view only these users by selecting Request accepted in the drop-down list.

What happens if a user declines to transfer?

If the user clicks Decline request in the email, they’ll be prompted to rename their personal account when you create their new G Suite account.

Their status changes to Request declined in the tool. Select Request declined in the drop-down list to see these users. You can send a new transfer requests if the user declined by mistake.

What happens if a user ignores the request?

You can create a new G Suite account with the same email address as this user. The user will be prompted to rename their old account when you create their new G Suite account.

What happens to the user's data?

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 managed by the G Suite domain. 

  • 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. 
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