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TakeOut

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Export Your Google Data

Google Takeout lets you download a copy of your Google Drive files, Gmail, Photos, Calendar, and more from your Alvord USD account — so you can back it up or move it to a personal account. This guide walks you through the process step by step.

⚠️
Important — Graduating Students & Separating Staff
Your Alvord USD Google account will be deactivated after you leave the district. Export your data before your last day — files left in a deactivated account cannot be recovered.
At a Glance
FREE
No cost to use
5
Simple steps
7 DAYS
Download link validity
COPY
Originals stay untouched
What You Can Export
Google DriveDocs, Sheets, Slides & files
GmailAll mail or by label
Google PhotosImages & videos
Google CalendarEvents & schedules
ContactsSaved contacts
Google ChatMessage history
Google KeepNotes & lists
YouTubeUploads & playlists

For most users, Google Drive and Gmail are the most important to back up.

Step-by-Step Instructions
1
Sign in to Google Takeout — Open the Google Takeout website and sign in with your Alvord USD account (e.g., jsmith@alvordschools.org). Verify the correct account via the profile icon in the upper-right corner.
Tip: an Incognito/Private window helps ensure you're exporting the right account's data.
2
Select your data — All products are selected by default. Click Deselect all to choose only what you need. For Drive, click All Drive data included to pick specific folders; for Gmail, filter by label.
3
Choose format & size — Click Next step, then pick your delivery method, file type, and size (see table below for recommendations).
4
Create the export — Click Create export. Google prepares your archive — anywhere from minutes to days depending on size. You don't need to keep the browser open; Google emails you when it's ready.
Check progress anytime under "Previous exports" at takeout.google.com.
5
Download your files — Click the Download your files button in the email from Google. Save to a personal computer or external drive — not your Alvord Drive. Large exports arrive as multiple .zip files.
⚠ The download link expires after 7 days. If missed, simply create a new export.
Recommended Export Settings
Option Choices Our Recommendation
Delivery Email link · Drive · Dropbox · OneDrive · Box Send download link via email
Frequency Export once · Every 2 months for 1 year Export once
File type .zip · .tgz .zip — opens anywhere
File size 1 / 2 / 4 / 10 / 50 GB 2 GB — larger exports auto-split
Moving Files to a Personal Account

📁 Drive Files

Docs/Sheets/Slides convert to Office formats (.docx, .xlsx, .pptx) automatically.

  • Sign in to your personal account on Google Drive
  • Click New → Folder upload and select your extracted files

✉️ Gmail

Mail exports in .mbox format.

  • Open with Thunderbird (free desktop client)
  • Or use a migration tool to import into another account

📷 Photos

Exports as individual image files with metadata.

  • Upload directly to Google Photos on your personal account
  • Contact the Help Desk for metadata restoration guidance
Frequently Asked Questions
Will Takeout delete my files from my school account?
No. Takeout only creates a copy. Your files remain until your account is deactivated by the district.
How long does the export take?
Small accounts: under an hour. Large accounts with years of mail or many photos: 24–72 hours. Plan to start at least a week before your last day.
Can I export files that others shared with me?
No — Takeout exports only files you own. For shared files, open them in Drive and use File → Download before your account is deactivated.
What if I have more than 15 GB of data?
Takeout automatically splits your archive into multiple files. Download all parts and extract them together.
I didn't get the email — what should I do?
Check Spam/All Mail first. After 24 hours, return to the Google Takeout website → Previous exports to check status. You can cancel and restart if needed.
My account was already deactivated — can I still export?
Unfortunately, no. Deactivated accounts cannot be accessed and data cannot be recovered. Export before your last day.
Resources & Quick Links
🔒Internet SafetyTips for staying safe online 📡System StatusLive service availability dashboard 👥IT Staff DirectoryFind IT staff contact information 🎫Submit a Help TicketRequest technical assistance 📦Google TakeoutExport and back up your Google data 📋Technology PoliciesAcceptable use and guidelines
Need Help?
Contact the Technology Help Desk — (951) 509-5180 · Monday–Friday, 7:30 AM to 4:30 PM
Submit a Ticket