Overview
As you approach graduation or prepare to leave SUNY Oswego, it is important to understand the changes that will affect your SUNY Oswego accounts, including Google Workspace, Microsoft 365 and other third-party applications and service accounts signed in with Google such as Youtube*, e-commerce websites and applications, social media platforms, gaming, productivity and utility apps, news and media websites, etc. This transition will impact your access as follows:
- SUNY Oswego email account: Your SUNY Oswego email account will remain active. You must opt in annually to maintain access.
- Google Workspace: You will no longer have access to your university Google Workspace account that includes, but is not limited to, Google Docs, Google Sheets, Google Slides, Google Drive, Google Photos*, YouTube*, and any other Google service through your SUNY Oswego account. Only Gmail will be available.
- YouTube account and branding: The YouTube service will be turned off.
- SUNY Oswego Microsoft 365: Access to files stored in your SUNY Oswego Microsoft 365 will be removed 30 days after graduation.
- Third-party applications and service accounts: You will no longer be able to sign into third-party apps using the "Sign in with Google" feature.
- Adobe Creative Cloud: SUNY Oswego licensed Adobe Creative Cloud data will be removed 30 days after graduation. Any SUNY Adobe Storefront account will remain active for the full 12 months since purchasing.
To avoid losing important data, back up your files and make alternative account arrangements before the transition.
Note: Google Photos and YouTube are consumer services and are not covered under the Privacy and Data Security agreements between SUNY Oswego and Google.
Instructions
2. Transfer or Download Google Photos Data
See the instructions for Alumni Google Email and/or Photos Transfer.
Important Considerations for Large Files:
- Internet Connection: Downloading large ZIP files can be time-consuming and bandwidth-intensive. Ensure you have a stable and reasonably fast internet connection.
- Storage Space: Make sure you have enough free storage space on your computer or in your intermediate cloud storage to accommodate the downloaded ZIP files and the extracted data.
- Potential for Many Files: A very large export might result in a significant number of ZIP files to download and manage.
- Extraction: After downloading, you'll need to extract the contents of each ZIP file to access your original files.
- Resumable Downloads: If you anticipate interruptions during the download process, consider using a download manager that supports resumable downloads. Some browsers also have built-in resume functionality.
- No Direct Transfer: Remember that Google Takeout's primary function is exporting data. Direct transfer to another account or service in a fully uncompressed and organized manner isn't its core capability for large datasets. You'll always have the intermediate step of downloading (or accessing the archives in the temporary cloud location) and then uploading to your final destination.
3. Transfer or Download Google Drive and Gmail
See the Instructions to transfer Google data
Important Considerations for Large Files:
- Internet Connection: Downloading large ZIP files can be time-consuming and bandwidth-intensive. Ensure you have a stable and reasonably fast internet connection.
- Storage Space: Make sure you have enough free storage space on your computer or in your intermediate cloud storage to accommodate the downloaded ZIP files and the extracted data.
- Potential for Many Files: A very large export might result in a significant number of ZIP files to download and manage.
- Extraction: After downloading, you'll need to extract the contents of each ZIP file to access your original files.
- Resumable Downloads: If you anticipate interruptions during the download process, consider using a download manager that supports resumable downloads. Some browsers also have built-in resume functionality.
- No Direct Transfer: Remember that Google Takeout's primary function is exporting data. Direct transfer to another account or service in a fully uncompressed and organized manner isn't its core capability for large datasets. You'll always have the intermediate step of downloading (or accessing the archives in the temporary cloud location) and then uploading to your final destination.
6. Transfer YouTube Channel
7. Review and Transfer Shared Drive Ownership
If you were collaborating with a club or group on a project, transfer ownership/membership as needed for documents, folders, and Shared Drives, such as with Google Shared Drives and Microsoft Shared OneDrive files. Anyone who is still a member of that shared drive will retain their access to the files and folders within it, according to the permissions they were granted (e.g., Viewer, Commenter, Contributor, Content Manager, Manager). While others will likely still have access, your specific access will be revoked when your university account is closed. You will no longer be able to view, edit, or otherwise interact with the files in those shared drives including documents you created. See Google Support pages and Microsoft Support pages for how to manage shared content and drives.
8. Transition of Adobe Creative Cloud Data
Alumni and non-active students are advised to Move their Adobe assets and follow any additional steps. You can migrate to a personal account by going to graduation.adobe.com. Be sure to download any assets before graduating or leaving SUNY Oswego to prevent data loss.
9. Transition of Third-Party Accounts and Services
Consider all the places that you might use your SUNY Oswego Gmail account. For example, do you use it to log into social accounts, streaming services, bill pay, or other email services(Thunderbird, Apple Mail, Outlook)? If the answer is yes, follow the steps below to transition to another email account.
Find all website logins/accounts associated with your SUNY Oswego Gmail
The instructions below will give you a list of all websites tied to your SUNY Oswego Gmail so you can update your contact or account information at each of them. Alternatively, you may go to passwords.google.com and sign in with your SUNY Oswego account.
- Log in to your SUNY Oswego Gmail at oswego.edu/mail or use the Gmail app on your smartphone.
- Click your profile icon and click Manage your Google Account
- On the left menu, choose Security
- To see all websites that use your email to log in, scroll down to Password Manager and select Manage Passwords. (Recommended: This will allow you to see the login information saved for that account from the last time it was updated. We recommend going through this list of logins for which you would like to switch to your personal account and going to those sites to update the contact/account information.)
- To see all apps and services linked to your Gmail account, scroll down to Your connections to Third-party apps & services and select See all Connections
- Delete or Remove Connections and Stop using Sign in with Google after switching these accounts to another email account.
Common Questions
What if I lose access to my SUNY Oswego email?
Incorrect Password: You may change your known password at oswego.edu/account-tools. For those unable to sign into Account Tools use the Forgot Your Password option. Contact the CTS Help Desk for further assistance.
NEW Multi-Factor Authentication Method: Use a trusted device to sign into oswego.edu/mail or the Gmail app to make the updated changes and add backup methods. When signing in, use the "Sign in Another Way" option to select from the methods you set up. See oswego.edu/cts/mfa for setup instructions. If you cannot sign in with any MFA method, contact the CTS Help Desk for further assistance.
Alumni Recovery: Ultimately, the CTS Help Desk will be able to review your account status for your next steps to gain access back to your account. See the Alumni Account FAQ article for more information.
Request Alumni Recovery
Will you delete my data if I'm over the storage limit?
We make every effort to communicate when content is at risk of deletion. Sometimes content can be automatically deleted as part of the account lifecycle, where we deactivate and then delete accounts that were used by people no longer affiliated with the university. If an account holder repeatedly ignores our attempts to contact them to assist with lowering usage, and no active engagement or reduction has occurred, account deactivation and data removal will be processed. See our Alumni Account Renewal page with recent deadlines and the “Storage Quotas” section of our Alumni Account FAQs for more information.
Why is my storage and access to services changing?
Google announced a new model for Google Workspace for Education that will end unlimited storage for SUNY Oswego accounts. Google changed its offering to ensure fair distribution of the storage resources across institutions. Likewise, to maintain a storage level at an acceptable threshold and allow for future growth, the Alumni quota of 15 GB with Gmail only will be applied.
Due to Microsoft 365 Education licensing requirements, graduating students will lose access to web services and data.
How do I stay in contact with the SUNY Oswego alumni community?
Register for OsweGoConnect to access benefits and services available to all alumni, including:
- The alumni directory to help you find your Oswego friends
- Class Note to update your information
- ASK Mentor Directory to help you network
Contact University Advancement or visit alumni.oswego.edu for more information.
Need Help?
Need additional information or assistance? Contact CTS.