Let graduating students transfer data

Google Takeout for Drive and Gmail

This article is for administrators of Google Workspace for Education.

Let students and staff use Google Takeout to copy their Drive files and Gmail messages to another Google Account. For example, graduating students can copy and transfer data to their personal Google Account.

Learn about how users Copy content from a school account to another account

To manage data transfer for other Google services, such as YouTube or Google Photos, go to Allow or block Takeout for users.

What users can copy and transfer

By default, the Takeout transfer permission is turned on for all organizational units. The permission lets users download their Gmail and Drive data:

  • Gmail: Copy and transfer their email (not contacts, chats, or tasks).
  • Drive: Users can transfer copies of documents and folders they own in My Drive, and documents that are shared with them. However, if document owner has restricted sharing by disabling downloads and copies for commenters and viewers, the transfer process follows those settings.

    No documents are deleted during the process; copies are created in the new account while the original documents remain unchanged. No data is copied if you turned off file sharing outside of your domain.

Step 1: Set transfer permissions

For this step, you need admin privileges for Organizational Units (top-level), and Service Settings.

  1. Sign in to your Google Admin console.

    Sign in using your administrator account (does not end in @gmail.com).

  2.  In the Admin console, go to Menu ""and then"" Accountand thenGoogle Takeout.
Note: If you don’t have Google Takeout in your Account settings, follow these steps:
  1. In the Admin console, go to Menu ""and then"" Appsand thenAdditional Google services.
  2. Click Google Takeout.
  1. Click Additional transfer permissions.
  2. Check or uncheck Allow users in this organizational unit to access Transfer your content.
  3. (Optional) To allow or not allow an organizational unit:
    1. At the left, select the organizational unit.
    2. To change, check or uncheck the setting.
    3. Choose one:
      • If the Service status is set to Inherited and you want to keep the updated setting, even if the parent setting changes, click Override.
      • If the Service status is set to Overridden, either click Inherit to revert to the same setting as its parent, or click Save to keep the new setting, even if the parent setting changes.
        Note: Learn more about organizational structure.
  4. Click Save.
Make sure that external sharing is turned on for Drive for users. Otherwise, users can't download and transfer the Drive files to their Google Account.

Step 2. Let students know about the transfer process

If students are getting ready to transfer or graduate, they can set up the transfer on their Google Account pages. Share the instructions, Copy content from your school account to another account to help students get started.
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