Oregon State University

(Google) Personal Copy

Taking a Personal Copy of Google

You'll want to make sure you change the owner of the document before you leave.  If you don't, nobody will be able to access these documents once your ONID account gets deactivated. For information on how to do this, please click here.

If you have any emails or documents you want to keep:

You should download a copy of these documents, because once your ONID account gets deactivated, you will no longer be able to access them. You can do this by creating a Google Archive.  This will be stored in the cloud, and can be downloaded later for access to files and emails.  As noted on the archive creation page, these can take a long time to be created, depending on how much information you are trying to keep.  Please be aware that they can possibly take days to complete, if you are trying to create an archive of your entire account.

1. If you download emails, these will have to be imported into an email client such as Thunderbird. Mac Mail, or Netscape; Microsoft Outlook does not support this file format. If you wish to use Outlook with your Google Apps for OSU archived email, you will have to download an application to convert the file format from .mbox to .pst.

2. The rest of your archive will be downloaded in other formats to interface properly with different applications. Documents from your Drive will be downloaded the same way they always have been. 

So how do I create an archive

1. Go to https://www.google.com/settings/takeout

2. Click Create an archive

3. Select which items you want to download. Please note that the more items you select, the longer it will take to create the archive.  You can do this by selecting and de-selecting the check boxes on the left-hand side of each Google product.

4. Edit any download preferences you have, such as file types to download from your Drive or which Mail filters you would like to keep. These options can be found by clicking the blue Edit button to the right of each Google product that you've selected to include in the archive.

5. Make sure you've clicked the blue Done button on each category you've edited, and then click CREATE ARCHIVE

6. Wait to receive an email - Google will notify you when this archive has been created

7. Please be aware that once an archive is created, it expires within a week. That means that you have 1 week to download it before you will have to create a new archive.  This archive can only be downloaded 5 times, according to Google policy. 

For more information please click here.

Importing Mail Directly to Personal Gmail

  1. Go to ONID Gmail
  2. In your inbox, click the 'gear' in the upper right corner
  3. On the drop down menu from the gear, click Settings
  4. In the new window, you'll be presented the General settings page. You need to go to Forwarding and POP/IMAP tab.
  5. Click Enable POP for all mail.
  6. Press Save Changes down below.
  7. Go to Sign-in & Security for your ONID account 
  8. Make sure two step verification is turned on
  9. Click on app passwords and generate a new password for an 'other' device. 
  10. Name the new device OregonstatePOP
  11. Copy the app password, you will need this to import your mail.
  12. Go to the Google Mail for the personal account you wish to import the mail to.
  13. In your inbox, click the 'gear' in the upper right corner
  14. On the drop down menu from the gear, click Settings
  15. In the new window, you'll be presented the General settings page. You need to go to Accounts and Import tab.
  16. In the new tab, you will want to click Import mail and contacts to the side of Import mail and contacts:
  17. Go through the steps and fill out the information using your full ONID Gmail address and the app password from step K. If you receive a prompt asking for POP server information: POP username is your ONID email address, POP server is pop.gmail.com, and Port is 995.

That's it! Then up to two days later, all your mail will be migrated over.

Need help?

Contact the Service Desk at 541-737-8787

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