Friday, June 3, 2016

Exporting Data from your SPS Google Account

If you are a staff member who is leaving the district or a student who is leaving school, you can export the majority of your files and data from your Smithfield Google account using a tool called Google Takeout. Takeout will allow you to download your files and data so that you can take it with you and access it even after your Smithfield Google account is disabled.

Takeout will allow you to export your email, contacts, calendar, files from Drive, notes from Google Keep, and blog posts from Blogger (staff only). However, you will not be able to use Takeout to export any Google Sites that you may have created, so you will need to download your Sites using separate instructions.

Depending on how many files and how much data you have in your Smithfield Google account, Takeout can take hours (even days) to assemble your account archive, so please plan accordingly (i.e. don't wait until the last minute). Also, you can access Takeout from home using a personal device, so you do not need to be at school or using a school owned device to export your files and data.
  1. Open a web browser, go to, and make sure to sign in using your Smithfield Google account
  2. Go to
  3. Choose the services from which you would like to export your data. The district does not use Google Fit, so that data will not be available
  4. Click the small arrow in each service's section to adjust the settings. For example, in the "Drive" section, you can choose to download all of the files and folders from your Drive or select only specific files and folders. You can also adjust which format the files are exported to (e.g. Google Docs to Word, PDF, or RTF)

  5. Click "Next"
  6. Choose the file type of the data archive and how you want the data to be delivered. In most situations, the default ".zip" file format and "Send download link via email" will work best
  7. Click "Create archive"
  8. Depending upon how many files and how much data you have in your account, it can take hours or even days to create the archive. If you chose the "Send download link via email" option, you will receive an email when the process is complete. You can also go to any time to check on the progress of creating your archive
  9. Once your data archive is ready, you can download it from Depending upon how many files and how much data you have in your account, your data archive can be quite large, so you will need to download it using a computer or device with enough storage space
  10. Once you download the archive, you can open it or extract it and access the data from each individual service

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