This guide is intended to provide examples of ways to export data from University cloud services including Google Workspace, MIcrosoft 365, and/or Box. This list is by no means exhaustive; there are multiple tools and techniques that you can use not included in this document. If you have any questions regarding other ways to get your data, please contact Booth-IT-Information@chicagobooth.edu and they can help you with alternatives.
How do I export my Google Drive data from Google Workspace?
Google Takeout is a native tool in Google to allow you to download your data. This can help you collect your items from many Google Workspace applications including Drive, Photos, Meet, Gmail, Calendar, and more.
You will need to account for items that you may have shared in your Google Drive. Once you export these items, they will no longer be available to your sharing partners. Please plan for this ahead of time so critical shared documents are not lost.
You can also install the Google Drive client on your machine and simply download the content you want. This is the most effective method if you only have a limited about of files you need to preserve.
How do I export my email out of Gmail?
You can export your data with Google Takeout (see above) like you can with Drive.
You can also use several third-party backup tools. These are similar to the Office 365 tools and allow you to create a local backup copy of your email content. Many of these tools also have a recovery option that will allow you to then input those emails into a different email account.
RecoveryTools has a Gmail backup option that allows you to export your entire mailbox to your local machine. You can then use the tool to import your mail items into a different account by using the recovery option.
How do I export my emails from Microsoft 365?
To get your email out of M365, you will either need to use a mail client (like Outlook) or a third party tool. The Outlook client method is easy (Mac instructions are here, and make sure you are in Legacy Outlook mode), and the client is available though your University M365 subscription. By following the directions, you will generate a .pst file that includes your mail, contacts, and calendar items. These .pst files can be mounted and opened in Outlook in the future, or can be merged into another email account (such as your personal email) with the use of other tools.
If you do not want to use the Outlook client method, there are several third party tools you can use to create a backup of your Office 365 content. These tools connect to your Office 365 account and then act as a client by downloading your content into a .pst. Please note that many of these tools are somewhat advanced and may only come in multiple account packs, meaning the cost may be higher. RecoveryTools Email Backup is one such example of an O365 backup tool that allows you to copy your entire O365 mailbox to your local computer.
How do I export my data from OneDrive?
OneDrive files can be downloaded by following this method. Please ensure that you have sufficient local disk space for the contents of your OneDrive account.
How do I export my data from Box?
You must first make sure you are authorized to download the contents of any Box items to external devices. Some data, such as research data, is not authorized to be exported. Please contact IT Security if you have any questions on what can or cannot be exported.
Next, you need to make sure you have a record of any shared items that might be important to the other party. Anything that needs to remain accessible should be moved to a different account. You should reach out to the person you are sharing with to discuss options.
You can download entire folder trees and contents from the web portal. This will download the contents of the selected folder into a zip format. Please ensure that you have sufficient local disk space for the contents of your Box account.