Alumni Google Workspace FAQ

Google recently announced the end of unlimited storage in Google Workspace (Gmail, Docs, Sheets, Slides, Google Drive, Photos) for all its customers. This change will impact research universities such as Case Western Reserve particularly hard. CWRU has about four times the storage in Google Workspace as will be allowed after limits are put in place in the summer of 2024. As a result, the university needs to make significant changes in how it administers Google Workspace.

The university has phased out Google Workspace as a service for alumni. Alumni will retain their CWRU email addresses. UTech provides a redirecting service so they can have their CWRU email delivered to the personal email address of their choice. However, alumni will no longer have access to a Gmail mailbox, Docs, Sheets, Slides, Drive, Photos, or any other Google service through their CWRU account.

To continue to receive messages sent to their CWRU email addresses, alumni MUST provide a personal email address using CWRU's Email Routing tool. See question 1 for guidance on using the tool.

  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.

  1. Sign up for a personal Google account/Gmail address, or use a personal Gmail account you already have.
  2. Transfer your CWRU email and documents to your personal Gmail address.
  3. 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.
  4. Transfer other Google content as desired, such as Google Calendar, Contacts, Photos, etc. See information on the Google Help page in the "Download files that aren't copied" section for details.

Google offers a tool to download your university Google Workspace account data to a local storage area, such as your computer's hard drive.

  1. Use CWRU's Email Routing tool to ensure you will continue to receive messages sent to your university address by redirecting them to your personal email account. See Question 1 for more information regarding this tool.
  2. 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.
  3. 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.

There are 2 options

  1. Use an email client such as Thunderbird. Note: It will NOT work with Outlook.
    OR
  2. If using a personal Gmail account, use "Send as" from that account. For this to work your university Google Workspace account must be deleted.
    • 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.
    • Follow these instructions from Google to set it up 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
    • 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

Yes. Alumni must still use CWRU's Email Routing tool to redirect messages sent to their university addresses 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. Therefore the Routing Tool is necessary to continue to receive email from their CWRU address after the suspension of their university Google Workspace accounts. See Question 1 for more information regarding this tool.

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

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 immediately after suspension of your university Google Workspace account. However, when your CWRU account is suspended, you 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 your account is suspended.

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.

Alumni who leave the university as an employee will retain access for 7 days after their departure from the university. CWRU's Email Routing tool does not become available until after leaving 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 suspended 7 days of leaving.