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Graduating Seniors

Your District-Provided Google Apps/GMail is Set to Expire

Dear Seniors:
 
This message contains information about what will happen to your email messages and files stored at Google Apps at WCUSD account after graduation.  It also provides information about what you need to do in order to save messages, files and other data currently stored in your (wcusd.net) account.  
 
YOU MUST READ AND ACT ON THIS INFORMATION before
Friday , June 7, 2013
if you want to avoid losing all email messages and other data from your time at West Covina Unified School District.
 
GOOGLE MAIL AT WCUSD
Your district-provided email account and all your messages will be deleted after Friday, June 7, 2013.  Anything in your email at that time will be permanently lost and not recoverable and messages sent to your student address will bounce back to the sender.   If you want to save the email in your student account, you will need to print it out, save it to a disk, or forward it to another account.  It is not possible to redirect email messages sent to your student account after that time as usernames have to be available for reassignment to future students. 
 
GOOGLE APPS AT WCUSD
When your account expires after Friday, June 7, 2013, you will also lose access to your files stored at Google Apps at WCUSD and those files (such as documents, presentations, images, spreadsheets, calendar entries, etc.) will be permanently deleted shortly thereafter.  If you have any content stored at Google Drive at WCUSD,  you will need to transfer ownership of your Google files, or, save copies of your documents to disk in order to preserve them.
 
PRESERVING YOUR MESSAGES AND FILES
To maintain after-graduation access to the Google Apps files you created as a WCUSD student, you must transfer ownership of those files to yourself using a non-WCUSD Gmail account. Google Apps will not allow you to share ownership of the site with a non-Google email account. 
 
If you do not already have a free Gmail (Google) email account, go to the Gmail home page (www.gmail.com), click on "Create an account," and follow the instructions to create a new email account. Once you have a valid Gmail account, you may use this address to change ownership of your current Google Apps at WCUSD files. Once you have confirmed this email account, log out of your new private Gmail account. 
 
Change Ownership of Your Google Files
  1. Log in to your Google Apps at WCUSD as usual (http://www.wcusd.net). Click on the "More Actions" button, then click on "Site Permissions." 
  2. In the Sharing Settings dialog box, add your new Gmail address in the "Add people" box. Choose "Is owner" from the drop-down menu to the right. Be sure to check the option to send email notifications.  Click the Share button and close.  
  3. Your new personal Gmail account will soon receive an email with the URL of your Google file. Do this for every file that you have created using your Google Apps at WCUSD account. 
  4. After you leave WCUSD you will be able to access your Google Sites using your new Google account. Just go to Google and log in with your new user name and password.
Save Your Google Docs Files (Documents, Presentations, Spreadsheets, Forms).  All of the Google Docs that you created as a student can be downloaded to your home computer or a flash drive with one easy operation.
  1. All Google items can be downloaded from any computer with Internet access. Log in to your Google Apps at WCUSD account (www.wcusd.net) or from the District home page. Go to  the Documents home page. Move your cursor over a document, presentation, or spreadsheet to highlight it, and click on the "Actions" link that appears to the right. Choose "Download..." 
  2. When the download dialog box appears, choose the All Items tab, then select the file formats you would like to use to download your documents. In most cases, nothing has to be changed here. Click "Download" to begin zipping your files. 
  3. Wait for your files to be downloaded; do not choose any other option. You will have the option to unzip (unarchive) or save your file; choose Save File. Locate your saved file in the downloads directory and move it to your chosen location. 
Here's a quick checklist of things you need to do in order to not get caught off guard or lose any valuable files.
  • If you don not already have one, get a non-WCUSD email account.  
  • Start migrating to a non-WCUSD email account now and give that address to people who need to reach you after graduation.  
  • Print, save, or redirect the email you want to keep.   
  • Transfer ownership of your files to your new Google account.
  • You have between now until June 7, 2013 to direct and forward your messages there.
If you have additional questions that haven't been answered in this message or need assistance with saving the contents of your email please contact:.
 
Daniel Gumarang
Instructional Technology Coordinator
West Covina Unified School District
dgumarang@wcusd.org