What happens when you leave a Google Apps School? Part 2: Your Email

Google does not have a tool for moving all of your email from one Google Apps account to another Google account. You need to move your mail from your old Google mail to your computer and then back up to a new Google account.

old GMail → Computer mail app → new GMail

First go to the settings>Forwarding and POP/IMAP  of each gMail account and turn on IMAP access

Then open a computer mail app, for this example I will use the Macintosh Mail app, but you can do the same with Outlook and Mozilla’s Thunderbird. Create an account for each of the Google accounts (old and new). In my case it was bill@myoldemailaddress then password, and bill@mynewemailaddress then password. The email client will change your GMail labels into folders and then populate the folders with all of the email from your old account. This will take a while.

old GMail → Computer mail app → new GMail

Then you want to move the mail from your computer to your new Google account. There are a couple of options here. If you want to have the same label structure on the new account, you will have to create that on the new account. Personally, I only want to be able to search the old mail, so I created two labels/folders on the new GMail account: Old Mail and Old Sent Mail. Then in the computer’s app, I selected all of the items from the “All Mail” folder of the old GMail account (all 77k of them), and dragged them to the new account. I did the same with the the sent mail.

old GMail → Computer mail app → new GMail

Since you are moving files back up into the cloud, it could take some time.

What happens when you leave a Google Apps School? Part 1: Your Documents

What happens when you leave a Google Apps School?
Part 1: Your Documents

Recently a friend of mine was given one hour to clean his desk out and turn over his computer. Not an uncommon practice in business, but rarely will a school give you an hour’s notice. However when you leave your Google Apps School, your Google Account will eventually disappear.

What does that mean? No access to your GMail, calendars, documents, YouTube Videos, Blogger blogs, Picasa Albums, Google Voice messages, sites you created, group memberships, or anything associated with the “@yourGoogleAppsDomain”. This could also include banking, brokerage, college services, social media such as Facebook or Twitter, anything that you used your school’s email address as part of your profile. For the purposes of this document we will not cover the previous sentence, but seriously, you should not use your business account for your private affairs.

So as you pack your boxes and prepare to leave your Google Apps School, how do you transfer your digital life to a new location?

First find another employer who uses Google Apps, or become your own Google Apps domain. Google will sell you a domain like “lovinglifeinlajolla.com” for $10 a year. Then you can set up a Google Apps account with your new domain and add yourself as one of the users such as bill@lovinglifeinlajolla.com. As of December 7, 2012, Google no longer provides free Google Apps accounts. However a paid account only costs $5 per month per person.

Take it out with Google Takeout.

Google Takeout (https://www.google.com/takeout) allows you to make a digital archive (i.e. download) of your Google+, Contacts, Drive, Picasa Web Albums, Profile, Reader, Voice, and YouTube from any of your Google Apps Accounts. Note: Not GMail or Google Sites.

At Google Takeout, you can select all the services or just the one you want to save.

Takeout will create an archive that you can then download to your computer.

The only Google Docs you can save like this are ones that you own. If you want to save Google Docs that are owned by someone else, you need to download a copy of them too. Here is an easy how to:

Go to your Google Web Drive. Select documents that are “Shared with Me.” Go to the bottom of the list. Since you are looking at a list of items on the web, the page may still be loading. Once you are satisfied that you have the entire list, then select all of them.


Select download from the “More” menu.

This will create a zip file on your computer. You can now access all of the files from your Google Apps that were shared with you.

Another way for grabbing your Google Docs: Rather than using both the above method and Google TakeOut to get all of the Google Docs, go to your Google Docs page. Click on “More” on the left menu.

Then click on “All Items”

It will take awhile for the page to finish loading all of you documents. When it finishes select all the items and as before select all of the files.


Select download from the “More” on the top menu. This will download all of the files you own and are shared with you.


Why not use Google Drive on your computer?
You can use Google Drive for the Mac or PC to create synchronized copies of your Google Docs on the web and your laptop. Change a file on the web and it is automatically changed on all the other devices you want synced. However, if you no longer own the account, the files on your laptop (or mobile device) are useless. You will not be able to open them up.

Using the Google Dashboard
There is a link on the Google dashboard that is usually hidden for educational GApps users. It will allow you to directly move some of your files from one Google Apps account to another. Use the following URL:

https://www.google.com/dashboard/migration/?srcAccount=MyOriginalAccount@myoldhome.com&dstAccount=MyNewAccount@mynewhome.com

Subsitute the MyOriginalAccount@myoldhome.com and the MyNewAccount@mynewhome.com with the correct information.

Using this method you can move the files directly from one account to the other. It is very fast. This method works best if the destination account is empty. It is a good way to move all of your Picasa Web Albums and YouTube videos from one account to another, but it is a one way transfer.  This method moves all of the files out of your old account permanently. It will not work for Google Docs or Google GMail.

Next: Switching GMail Accounts

QR codes in school

QR (quick response) codes were developed in 1994 by the auto industry as an inventory tool. The adoption of QR Codes was slow to develop in popular culture until the recent increase in smart phones and similar devices with cameras and QR Code apps. Now most mobile iOS and Android devices with a camera can scan the codes.

So what?

A QR Code can be used to “link” to a website for more information. For example, why are there bookshelves in the Middle School art hallway? 

The art teacher, Matthew, has created an informative video explaining the purpose of the display at http://broadcast.acs.sch.ae/media/an-explanation-about-the-self-shelfm4a. 

Rather than typing the whole address into your iPad or iPhone, Matthew created a QR Code for the site. If you scan the code with your QR Code Reader app, the site will automatically load onto your device.


Matthew has another QR Code explaining the Graffiti Art exhibit. Check it out. 

To learn more about QR Codes in school, visit http://goo.gl/bOuia or
scan this:

Creating a better acceptable, appropriate, or responsible use policy for schools

We recently updated our student technology use policy... again. It use to be a biennial event, but lately it has become a bi-annual task, which actually is a good thing. At our school we are moving into a 1:1 program and as a consequence, more people are involved with technology and so the policy must adapt.

Why do schools have an "acceptable, appropriate, or responsible use policy" for technology? Years ago, they were the guides along the information highway to steer you away from inappropriate sites or uses. They were narrow and proscriptive. Now a good policy has to be broad and adaptive.

First the title
Over the years the title of the policy has evolved. "Acceptable Use" became "Appropriate Use", which merged in to "Responsible Use". The scope of the document has changed from rules to expectations so the later title is better.

Having done this many times, I would like to share this simple framework and topic sentences. Remember that broad is good. Do not give examples of bad behavior as that is just an invitation to do it. For example, in place of "Do not install a vpn on your laptop to circumvent the school's firewall", have "not try to bypass the network".

• Define the scope of the policy and how it relates to the school's technology vision
• "The responsible user is...." 
• The responsible user is prepared to learn.
• The responsible user keeps a healthy balance in mind.
• The responsible user is ethical and respectful
• The responsible user protects identity and personal information.
• The responsible user is collaborative.
• The responsible user contributes to the community.
• The responsible user cares for the hardware and other technology resources.

To paraphrase Google, the responsible user will do no harm.

Using the Policy

The policy will not fit all users. From the policy create user agreements for each of type of user, for example a K-12 school might have a single policy, but different user agreements for students in elementary school, middle school and high school. Add these user agreements to your student handbooks and you are ready to go.