KU Account - Graduating, Retiring, and Leaving KU

When a student, faculty, staff, or other individual leaves KU they will lose access to different KU related resources at different times. This article will help you identify when you will lose access to specific resources. The IT Help desk is available to assist you with moving your data to a personal account as needed. https://technology.ku.edu/leaving-ku

Adobe Data Backup

Adobe provides written instructions on how to back up or move your assets to another account.

https://new.express.adobe.com/webpage/JrS2ihlb7Mn4C?

Email Backup

These instructions will provide guidance on how to move your KU email to a personal account. If there are just a few messages you wish to keep, simply forwarding the emails to your account may be a simpler solution.

KU Email -> Personal Gmail

This process is only for copying your personal data and information from your KU account to your personal account. A copy of KU documents should only be made in cases where you are building a portfolio. Please seek the guidance and direction of your supervisor and the technical support team for your department.

The instructions below assumes that you have already created a Gmail account. If you have not, follow the instructions at this link to create the Gmail account (Gmail Help: Create a Gmail Account), and then follow the steps below to add the Gmail account to your Outlook app.

Open Outlook.
Select File. This is located in the top left corner of the window. This will open to the Info tab and show your KU account information.
Select Add Account.
Enter your Gmail address.
Click Connect. This will open the Google account login screen in a new window
Enter your Gmail account information if it has not auto-filled into the login form.
Click Next.
Enter your Google account password when prompted.
Click Sign In.
Accept the access permissions to allow Microsoft access to your Gmail account. The permissions requested are:
- Read, compose, send, and permanently delete all your emails from Gmail.
- Associate you with your personal info on Google.
- See your personal info, including any personal info you've made publicly available.
- See your primary Google Account email address.

After accepting the terms, your account is successfully added. You'll see your personal account listed on the sidebar within Outlook. You may need to scroll down to see the mailbox if you have your KU folders expanded into a long list. You can now drag and drop KU Emails into any available folder in Gmail.

To move individual messages:

Select the messages that you want to move from your KU email to your personal email. You can select multiple messages in a row by clicking the top message, hold down the shift key, and select the bottom-most message.
Click the selected messages and hold down your mouse button.
Drag the messages to a folder in your personal email account.
Release the mouse button to "drop" the messages in your personal email account.

To move whole folders:

Select the folder that you want to move from your KU account.
Click the selected folder and hold down your mouse button.
Drag the folder to the section containing the other folders in your personal email account.
Release the mouse button to "drop" the folder in your personal email.

KU Email -> Personal Microsoft Account

If you do not already have a personal Microsoft email account, you can follow Microsoft's documentation to create an account: Microsoft Support: How to Create a New Microsoft Account. After you've created an account, follow the steps below to add the personal email account to Outlook.

Open the Outlook application on your computer.
In the top left corner, click File.
Click Add Account.
Type your personal Outlook email address.
Select Connect.
Enter the password for your Microsoft account to add it to Outlook.

Once you've completed adding the account, you'll see your personal account listed on the sidebar within Outlook. You may need to scroll down to see the mailbox if you have your KU folders expanded into a long list.

To move individual messages:

Select the messages that you want to move from your KU email to your personal email. You can select multiple messages in a row by clicking the top message, hold down the shift key, and select the bottom-most message.
Click the selected messages and hold down your mouse button.
Drag the messages to a folder in your personal email account.
Release the mouse button to "drop" the messages in your personal email account.

To move whole folders:

Select the folder that you want to move from your KU account.
Click the selected folder and hold down your mouse button.
Drag the folder to the section containing the other folders in your personal email account.
Release the mouse button to "drop" the folder in your personal email.

OneDrive Backup

KU OneDrive -> Personal OneDrive

This process is only for copying your personal files and information from your KU account to your personal account. A copy of KU documents should only be made in cases where you are building a portfolio. Please seek the guidance and direction of your supervisor and the technical support team for your department with any questions.

Any files in the OneDrive storage connected to your KU account are deleted 30 days after your account is disabled. As such, we recommend copying this data to a personal cloud storage account before your account is disabled. If you have a Microsoft account, you can use that account to access the free version of OneDrive. For more information about the specifics of OneDrive, see the following documentation:

Follow the instructions below to back up your OneDrive files. These instructions assume that you have set up OneDrive for Business on your computer. If you haven't done so, you will need to complete that process by following the instructions in the related article OneDrive for Business.

Connect a Personal OneDrive Account to Your Computer

Right-click on the OneDrive icon in the system tray. If you do not see the icon there, click the up arrow to see if the icon is hidden.
Select Settings.
Click Add an account.
Sign in using your personal Microsoft account email address.
Click Next once you've signed in. The default file path for the OneDrive folder is "C:\\Users\\a123b456\\OneDrive" — where "a123b456" represents your username when you sign in to the computer. If you're on your KU workstation, this will be your online ID.

Once setup is complete, you'll see two OneDrive icons in your system tray: a blue cloud representing the OneDrive for Business account (synced to your KU OneDrive storage) and a white cloud representing your personal OneDrive account. Once everything is synced, proceed to copy/move your files from OneDrive for Business.

Move or Copy Your Files

Open the File Explorer on your computer. If you don't have an icon on your taskbar that looks like a folder, you can pull up the File Explorer by opening the Start menu and typing "File Explorer." The search starts automatically when you start typing.
Open the OneDrive - The University of Kansas folder. The File Explorer will show this as a shortcut on the sidebar, along with "OneDrive - Personal."
Select the files and folders that you want to copy. Hold down the mouse key after you select the final item that you want move/copy.
- To select multiple files, hold down the "Ctrl" key on your keyboard as you click files.
- To select all files in a directory, press "Ctrl" + "A" on your keyboard.
First Option:
1. Drag the files in the File Explorer to the OneDrive - Personal folder on the sidebar. The default action will be to copy the files, which you will see in the tooltip next to the file icons. If you do not want to retain a copy of files in your KU OneDrive, hold down the "Shift" key while dragging the files. The tooltip will change to include a plus sign, and the text will say "Move to OneDrive - Personal."
2. Release your mouse key to "drop" the files into your personal OneDrive account.
Second Option:
1. Right-click on the files and folders you want to move. To remove the items from your KU OneDrive account, select the scissor to cut. To create a copy, select the double box.
2. Select the OneDrive - Personal shortcut in the File Explorer.
3. Right-click on any white space in the folder.
4. Select the clipboard to paste.
Leave the computer on while the files sync into your personal OneDrive account. You'll see the white OneDrive icon in your system tray showing a sync indicator during the upload process.

You can confirm the files an folders are synced to your personal cloud storage by signing in to your personal account at https://www.onedrive.com. All files synced to your personal storage will show up in the browser version of OneDrive.

KU OneDrive -> Google Drive

Google Drive only comes with 15 GB of storage space. Users may need to purchase additional storage space or find an alternative solution.

Any files in the OneDrive storage connected to your KU account are deleted 30 days after your account has been disabled. As such, we recommend copying this data to a personal cloud storage account before your account is disabled. If you use Gmail for your personal email account, you can also use that Google account to access the free version of Drive, Google's cloud storage service. For more information about Google Drive, review Google Drive Help: "How to use Google Drive."

Using the Google Drive Desktop Application

You will need to have administrative rights to your computer in order to install the Google Drive application. If you're on your KU workstation, you can reach out to your technical support team for assistance, or you can skip to the next section, "Uploading Your Files to the Google Drive Website."

Mac Instructions

Go to the Drive for Desktop client website to download the application, or open Google Drive, click the Settings icon, and select Get Drive for Desktop.
- Click Download Drive for desktop.
Open Finder and navigate to the Downloads folder. Then, double-click GoogleDrive.dmg to open the installer.
Double-click GoogleDrive.pkg to run the installer.
Click Continue.
Click Install once the installer is complete to launch the sync client setup.
Click Close after the installation completes.
Click Sign in with browser after the Google Drive app opens.
Click OK on the popup to allow the drive to sync.
Open Finder and you can now move/copy any files/folders from OneDrive into your Google Drive.
- Open your OneDrive folder as shown in the screenshot below. From here, you can select any content you want to backup, right click to copy or drag into the Google Drive folder.
- Here is the Google Drive folder. This is where you will want to paste/drag the files/folders from OneDrive to backup in your Google account.

You can view these synced files from anywhere by opening Google Drive in your browser.

Windows Instructions

Go to the Drive for Desktop client website to download the application, or open Google Drive, click the Settings icon, and select Get Drive for Desktop.
- Click Download Drive for desktop.
Run the installer file once the download is complete.
Click Yes if the installer asks for changes to be made to the device.
Select whether you want Google Drive, Docs, Sheets, and Slides shortcuts to be added to the desktop. Then click Install.
Click Sign in with browser.
Select your desired Google account, or click Use another account and sign into it if it's not on this page already.
Click Sign in.
To back up your files, open File Explorer, and then copy any files/folders from your OneDrive into the Google Drive > My Drive folder. You can copy and paste by right-clicking on the files/folders, or you can drag them from the OneDrive folder into the Google Drive > My Drive folder.

You can view these synced files from anywhere by opening Google Drive in your browser.

Uploading Your Files to the Google Drive Website

If you are unable to install the Backup and Sync client on your computer, you can upload files and folders to Google Drive using your browser.

Open Google Drive in your browser.
Click the New button in the upper left corner.
Select File Upload to upload individual files; click Folder Upload to upload whole folders.
Choose the items you want to upload. Hold down the "Ctrl" key while selecting to choose multiples. When uploading whole folders, Google Drive will prompt you to confirm that you want to upload the folder.
Leave your browser open while the files are uploading. The status will be shown in the lower right corner of the page.

Uploaded items will show up in whichever folder you were in when you clicked the "New" button; folders will be created for uploaded folders.

Personal Contacts

Additionally, it is a violation of the KU Terms of Use and state law to copy the entire Global Address List (GAL). These instructions are only to copy personal contacts from your KU account.

Method One: Moving Contacts via the Context Menu

If you move a contact, it will no longer be listed as a contact in your KU account.

Click the Contacts icon in the bottom left corner of the screen.
Right-click on the contact you want to move. If you want to move multiple contacts, hold the "Ctrl" key and left-click on each contact you want to move, then right-click on one of the selected contacts.
Select Move from the drop-down menu.
Select the name of the account that you want to move the contact over to; you should see the name of your personal email account next to the word "Contacts".

The context menu also offers the option to "Copy" the contacts. If you want to use the context menu to copy the contacts:

Select Copy from the context menu.
Click your personal account on the sidebar.
Press "Ctrl" + "V" on your keyboard to paste the contacts into your personal account.

Method Two: Dragging Contacts to Copy/Move

This method will create a copy of your contacts over to your personal account. This will keep the contact stored in your KU account while also storing it in your personal account.

Click the Contacts icon at the bottom left corner of the screen.
Select the contact you want to copy. If you want to copy multiple contacts, hold the "Ctrl" key and click on each contact you want to move. Hold the left mouse key down when you select the last contact you want to copy.
Hold down the "Ctrl" key and drag the contacts to your personal email account. If you do not want to copy the messages, do not hold the "Ctrl" key; the default action will be to move those contacts.
Release the left mouse key to "drop" the contacts into your personal contacts.

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