Overview

Google Takeout is a free service provided by Google that allows you to download a copy of all data associated with your Google account — including Google Drive files, Gmail messages, Google Photos, Calendar events, and more. You can use this export to back up your data or transfer it to another Google account (such as a personal Gmail).

This guide walks through how to use Google Takeout while signed in to your Alvord USD Google account. The process is the same for both staff and students.

What Data Can You Export?

Google Takeout lets you choose which Google products to include. Common items Alvord users may want to save include:

You can select all products or choose only the ones you need. For most users, Google Drive and Gmail are the most important to back up.

Step-by-Step Instructions

Step 1 — Sign In to Your Alvord USD Google Account

1. Open a web browser and go to Google Takeout.
2. Sign in with your Alvord USD account if prompted (e.g., jsmith@alvordschools.org). If already signed in, verify the correct account is active by checking the profile icon in the upper-right corner.
3. If you have multiple Google accounts, click the profile icon and select Switch account to choose your Alvord account.

Step 2 — Select the Data to Include

1. On the Google Takeout page you will see a list of all Google products associated with your account. By default, all products are selected.
2. To export everything, leave all products selected and scroll to the bottom. To export only specific items, click Deselect all, then check only the products you want.
3. For Google Drive, click All Drive data included to choose specific folders or files instead of your entire Drive.
4. For Gmail, click All Mail data included to filter by label — for example, export only your Inbox or a specific folder.

Step 3 — Choose Export Format & File Size

After selecting your data, scroll to the bottom and click Next step. You will be presented with delivery and format options:

Step 4 — Create the Export

1. After configuring your options, click Create export.
2. Google will begin preparing your archive. Depending on how much data you have, this can take anywhere from a few minutes to several days. You do not need to keep your browser open — Google will email you when it is ready.
3. Check the status at any time by returning to Google Takeout and scrolling to Previous exports at the bottom of the page.

Step 5 — Download Your Export

1. When ready, Google will send an email to your Alvord USD address with a Download your files button. Click it to go to the download page.
2. Click Download next to each archive file. If your export is large there may be multiple .zip files (e.g., takeout-part1.zip, takeout-part2.zip).
3. Save the files to a personal computer or external drive — not back to your Alvord Google Drive, since that account will be deactivated.
4. The download link expires after 7 days. Download your files before the link expires.

After You Download — Moving Files to a Personal Account

Google Drive Files

Your Drive files will be downloaded as their original file types. Google Docs, Sheets, and Slides are converted to Microsoft Office format (.docx, .xlsx, .pptx) automatically. To move them to a personal account:

• Sign in to your personal Google account at Google Drive.
• Click New → File upload or Folder upload and select the extracted Takeout files.

Gmail Messages

Gmail exports as .mbox format files. To import into a personal email account:

• Use a desktop email client such as Thunderbird (free) to open .mbox files.
• Alternatively, use a third-party migration service or the Google Workspace Migration Tool if moving to another Google Workspace account.

Google Photos

Photos export as individual image files (JPEG, PNG, etc.) with associated metadata. To restore to a personal Google Photos library:

• Sign in to Google Photos with your personal account and upload the photo files directly.
• Metadata (dates, locations) can be restored using advanced tools — contact the Help Desk if you need guidance.

Frequently Asked Questions

Will Takeout delete my files from my school account?

No. Google Takeout only creates a copy of your data. Your files remain in your school account until it is deactivated by the district.

How long does the export take?

It depends on how much data you have. Small accounts may finish in under an hour. Large accounts with years of Gmail or many photos may take 24–72 hours. Plan ahead and request your export at least a week before your last day.

Can I export shared files that others own?

Takeout only exports files that you own. Files shared with you by others will not be included. If you need a copy of a shared file, open it in Drive and use File → Download before your account is deactivated.

What if I have more than 15 GB of data?

Google Takeout will automatically split your archive into multiple files (e.g., 2 GB each). Download all parts and extract them together on your computer.

I didn't get the email — what should I do?

Check your Spam or All Mail folder. If the email is not there after 24 hours, return to Google Takeout, scroll to Previous exports, and check the export status. You can cancel and restart the export if needed.

My account has already been deactivated — can I still export?

Unfortunately, no. Once your account has been deactivated, access is no longer possible and data cannot be recovered. Please make sure to export your data before your last day.

Need Help?

If you run into issues with Google Takeout or have questions about your Alvord USD account, please contact the Technology Help Desk:

• Submit a ticket: Submit a ticket
• Phone: (951) 509-5000 — Monday through Friday, 7:30 AM to 4:30 PM