Alumni Google Workspace FAQ

1. Use the Email Routing tool to redirect your CWRU email to your personal, external email address.
   • Read about how to use the Email Routing tool
   • Watch a video about how to use the Email Routing tool
     • Note: If you have another email account, such as a previous school or work account, forwarding messages to your CWRU email address, update that other email account to forward directly to the personal email account you set in the routing tool above to ensure continued delivery.
       
       For example, if you have an old Hotmail account that is forwarding email to your CWRU email address, which is now being redirected to your personal Gmail account, that transfer is more likely to fail to deliver that mail. Update your Hotmail account to forward to that personal Gmail account.
2. Update the university's database with your preferred non-CWRU email address by emailing uris-data@case.edu. Provide your CWRU email address and preferred personal email address.
3. If you want to transfer your data to another Google account, see question 2 on this page.
4. If you want to download your data, see question 3 on this page.

Google does offer a service that allows you to transfer your email and Google Drive documents to a personal Google account. You can transfer other Google content and do additional setup that essentially moves your CWRU Google Account to another Google account. The setup process would work like this:

1. Sign up for a personal Google account/Gmail address, or use a personal Gmail account you already have.
2. Sign in to the Routing Tool to have your CWRU email sent to that personal Gmail address to have your CWRU email sent to that personal Gmail address.
   • Note: If you have another email account, such as a previous school or work account, forwarding messages to your CWRU email address, update that other email account to forward directly to the personal email account you set in the routing tool above to ensure continued delivery.
     
     For example, if you have an old Hotmail account that is forwarding email to your CWRU email address, which is now being redirected to your personal Gmail account, that transfer is more likely to fail to deliver that mail. Update your Hotmail account to forward to that personal Gmail account.
3. Transfer your CWRU email to your personal Gmail address
   • Use Google Takeout transfer. Be aware of your storage
     • Review the information in the "My Drive files that aren't copied" section of the above Google Help page for important considerations.
     • It's best to use an Incognito window in your browser before beginning the transfer.
     • It may be helpful to watch a video about the transfer process.
     • You will want to check your storage in Google to determine whether you will need to purchase additional storage before the migration.
     • It also can help to empty the trash for Google Drive and Gmail before the transfer.
     • You can purchase additional Google storage if you need storage beyond the free 15 GB provided with a free account.
   • Use POP with Gmail
     • This uses the POP function within Gmail to move the messages. Those instructions are located at https://docs.google.com/document/d/1QCJjwfMvV0f5sVJvO35G9YYxtJM2BPXG9zdICLu2BRE/
   • Use email client Thunderbird
     • It's free software that you will need to install to transfer the emails, but you can uninstall it when it's complete. We have found this method works for most people. The instructions are located at https://docs.google.com/document/d/1kRpCzC5FOWlpEIK7SshRCmwRb7Pkylwwq93SMQ1i290/
   • Use paid option VaultMe
     • VaultMe will complete the transfer of your email for you, and can include Google Drive, calendar and contacts.
   • If you have files in your university Google My Drive to transfer, let us know so we can supply you with a workaround to Google Takeout transfer for that data.
4. Transfer other Google content as desired, such as Google Calendar, Contacts, Photos, etc. See information in the "Download files that aren't copied" section on the Google Help page for details.
5. Set up your personal email to send email using your CWRU email address. See question 5 on this FAQ page for details. Note: you can make the default sending address your CWRU address.

Once those steps are done, you will have all of your CWRU email in the mailbox of the personal Gmail account and you will be able to receive email sent to your CWRU email address from that account and even send email as your CWRU email address from that account.

1. Google makes it very easy to transfer your university email and Drive documents to a free personal Google account. See Google’s guide for detailed instructions. You can also export your CWRU Google Calendars and Contacts and import them into your personal Google account.
   
   Note: this process will transfer all of your email and Google Drive documents, including trash and files shared with you. You want to check your storage in Google to determine whether you will need to purchase additional storage before the migration. (See below how to purchase more storage for a personal Google account.)
   
   It also can help to empty the trash for Google Drive and Gmail before the transfer.
   
   Finally, if you do not want to transfer all of your Google Drive Documents, see the Google Takeout option below, which allows you to pick which folders you would like to back up.
2. You can purchase additional Google storage if you need storage beyond the free 15 GB provided with a free account.
3. You can also use Google Takeout to download all or selected portions of your Google Workspace data (Contacts, Calendar, Chat, etc.) to a local hard drive or a personal cloud storage service you may already be using, such as Dropbox or Microsoft OneDrive. See UTech’s Google Takeout guide for more information.
4. If you are using Google Photos with your CWRU Google account, follow these steps to move your albums to a personal Gmail account
   1. Follow Google's instructions to set up partner sharing, enabling partner sharing from your CWRU account and selecting your personal Google account as your CWRU account's partner.
   2. Approve the partner request from your personal Google account.
   3. From your personal Google account, follow Google's instructions in the "Save your partner's photos" expandable section to add the photos in your CWRU account to your personal account.
   4. When the process has fully completed (this may take some time), remove the partner sharing from your CWRU account to verify that the photos persist in your personal Google account.

Email sent to the following list will all work with the redirecting service.

• username@case.edu
• firstname.lastname@case.edu
• username@cwru.edu
• firstname.lastname@cwru.edu
• username@alumni.case.edu
• firstname.lastname@alumni.case.edu
• username@alumni.cwru.edu
• firtsname.lastname@alumni.cwru.edu

Existing personal email aliases will also continue to work. However, alumni are not able to change, delete or add personal email aliases.

Yes, if sending an email as or on behalf of another account is supported by your mail application.

This will not work while your account is Suspended. When your access to the university Google Workspace ends, your account is suspended. This means your data still exists, but you're unable to access it. We do not delete Google accounts for 3-6 months after suspension to ensure everyone who needs their data has time to retrieve it. Unfortunately suspended accounts cannot use the "Send as" feature. So after suspension there are two options:

• Use an email client such as Thunderbird or Apple Mail. Note: It will NOT work with Outlook.
• Your account is deleted from our Google instance
  • At your request by emailing help@case.edu, we will delete your Google account now so the "Send As" feature will work. Be aware that once an account is deleted, any data contained in that account will not be recoverable, so you should make sure that you are certain that you have copied any data you need from your CWRU Google account before requesting deletion.
  • If you set up "Send as" prior to your account suspension, after your Google account is deleted, follow these steps to use it again:
    1. Remove the "Send as" account
    2. Sign out of Gmail
    3. Sign back into Gmail
    4. Add the account back

If you are using a personal Gmail account, see these instructions from Google, using these settings:

• For email address in Step 1, number 5, use your preferred version of your CWRU email address (first.last@case.edu, username@case.edu, etc.)
• For the SMTP settings in Step 1, number 7, use these settings:
  • SMTP Server: smtp.case.edu
  • Username: [your CWRU username without @case.edu]
  • Password: [your CWRU passphrase]
  • Port: 587
  • Secured connection using TLS

Yes. Alumni must still use the Routing Tool to redirect email to another email account. Gmail's forwarding feature, which alumni may have set previously to forward emails to a personal email address, requires an active account. As for July 1, 2023 alumni will not have active Gmail accounts so the Routing Tool is necessary to continue to receive email from their CWRU address.

It depends on the nature of the site’s or application's log in type. If you signed up for a site using your CWRU email address as the login, but set a password specific to that site, it will continue to work with the redirecting service.

However, if the site or application allowed you to log in directly using Google's authentication, i.e. if the Google login directed you to CWRU's Single Sign-On log in page to use your CWRU username and password, you will need to transfer the login to another address or Gmail account.

CWRU's Single Sign-On (SSO) page

Shared Drives are owned by the institution, not by individual CWRU user accounts. As a result, any Shared Drive you are a member of will not be deleted on June 30 July 7, 2023. However, since your CWRU account will be disabled on June 30 July 7, 2023, you and any other alumni with access to the drives will lose access.

If you need to copy data out of the drives, you could:

• Move the data to your CWRU My Drive and then use one of the migration tools provided by Google to copy the data to a personal Google account or download the data. See the section "How can alumni download or transfer their CWRU Google Data" on this page for details.
• Or, if you are a manager of the Shared Drive, you could add a personal Google account to the Shared Drive and copy the data directly to the personal Google account.

Per policy, Shared Drives are only for institutional storage, i.e. data that supports the academic, research, or administrative missions of the university. As a result, if you have personal data in Shared Drives, we ask that it be moved to personal storage before June 30 July 7, 2023.

If there is institutional data in a Shared Drive you manage, we ask that you make sure that a current faculty, staff, or student member of CWRU has access to the drive to ensure there is data continuity. See our Shared Drive FAQ for more details on new relevant policies and procedures.

Yes. Although access to Google Workspace is being decommissioned, alumni will continue to have a CWRU account for such uses as logging into SIS, ordering transcripts, accessing some university library services, and sending email with their university email addresses.

If you are leaving the university before June 24, 2023, you will lose access to your CWRU Google account on July 1, 2023. Anyone who leaves the University after June 24, 2023, will retain access for 7 days after departure from the university. The CWRU Email Routing tool does not become available until after you leave the university.

If you would like to continue to receive emails sent to your CWRU email account, you will need to set your routing after you leave the university. If you would like to retain any data from your CWRU Google account, you will need to copy it to a personal account before your CWRU Google account is deactivated within 7 days of leaving.