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Google Tips and Tricks

Three Easy Ways to Backup/Migrate Your Google Drive Data

by Miguel Guhlin
written by Miguel Guhlin

At a recent TCEA Google Educator Level 1 Boot Camp session, someone asked, “We have a teacher who is leaving and wants to make a backup copy of everything she has in Google Apps for Education Drive to her personal Gmail/Google Drive account. How can we help her do this?” Having successfully done this with my own data in multiple situations, I thought I would share my top three go-to tools for getting the job done.

Multcloud.com, a free solution that supports multiple cloud storage solutions including Google Apps and Google Drive.

When to Backup or Migrate Data

Some situations where this may arise include:

  • A classroom teacher or staff member is leaving the school district and needs to make a backup of data from her work account to her personal account.
  • A staff member has spent considerable time developing and archiving resources on her personal Google Drive and she now wants to copy it en masse to her district Google Drive account.
  • A graduating high school student with a district-issued Google Apps account needs to quickly move his/her Google Drive data to a personal Google Drive account, Dropbox, or OneDrive account.
  • You have archived video on your Google Drive and you want to migrate it to another Google Apps account.
  • You want to transition someone from Evernote, a note-taking service, to Google Drive.
  • A staff member is leaving and someone else is taking on the responsibility of maintaining documents.

How to Backup or Migrate

There are several ways to accomplish this:

  1. Use CloudHQ.net. It does a great job of copying/moving content from Google Apps for Education or Gmail to a private/public Gmail account and vice versa. It can also move Dropbox to Google Drive or any supported cloud storage or vice versa. You can sync content back and forth between a variety of services, which makes it a pretty neat deal at $9.90 per month (if you need that level of redundancy). CloudHQ.net also offers the opportunity to have a 15-day free trial, which works well for staff who are leaving and may just need a one-time task. However, you can obtain additional days of usage by referring CloudHQ.net to friends and colleagues. Another benefit is that you can set ownership for documents that are transitioned to a new location.
  2. Try MultCloud.com. Using MultCloud.net, you are able to “transfer, migrate, backup, sync, move, integrate, manage many cloud drives such as Google Drive, Dropbox, OneDrive, Box, MEGA, SugarSync, Amazon Cloud Drive, Amazon S3 as well as FTP, WebDav, etc. And, transfer files across different cloud drives, such as transfer data from Dropbox to Google Drive.” MultCloud.net has also created a Chrome add-on that you can use to easily move/copy content. Earlier this week, after introducing Multcloud to teachers in a school district, they immediately began using it to backup their GoogleApps for Education information from GoogleDrive to their personal Gmail/Drive account!
  3. Explore Google TakeOut. Rather than directly copy files from one Google Drive to another (e.g. school/organization Google Apps to a personal Google Drive), you can save a complete copy of your Google Drive to your computer. I would only use this option if you are NOT sharing documents with collaborators, collecting information via Google Forms, and have Google Docs/Sheets/Slides that are embedded in web pages online.
  4. Use Google Takeout Transfer on any device with a web browser to back up your email and Google Drive from G Suite EDU to your personal Google email and Drive.

Update 12/09/202020:  Blog entry updated to include Google Takeout Transfer. Also, take a look at CloudGopher, which also offers backup capabilities at a cost. Another option is Drive Migrator, a free Chrome add-on.  Drive Migrator allows for “…transfer your Google Drive files or documents from one account to another or to make a copy of a Drive folder.”

Parting Thoughts

Making backups of critical data is important. These tools make accomplishing that easy! They are also a great way to enable students or staff to backup their data from one cloud storage solution (e.g. Google Suites for Education) to another (e.g. Microsoft OneDrive, Dropbox, personal Google Drive account).

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Google Tips and Tricks

Five Google Drive Tips You Should Try

by Diana Benner
written by Diana Benner

Google Drive has so much to offer, so why not take advantage of it? If you asked me to name an application I use every day, Google Drive would be at the top of the list. It’s one of those tools that’s so useful and extensive. Did you know you that you can create badges right inside Google Drive? Or did you know that you can access your Google Drive files without having an Internet connection? Learn about these tips and more below.

Tip #1 – Analyze Data in Google Sheets with One Click
With a recent addition of the Explore feature in Google Sheets, you can now analyze your data with just one click. Just highlight the data in your Google Sheet and then click the Explore tab in the bottom right corner to instantly create charts and see an analysis of your data. If you make changes to the data, the Explore view will update and adjust in real time. This is a tremendous tool for having students analyze data and not spend so much time inputting it.

Tip #2 – Gamify Your Classroom with Google Drawing
At a recent TCEA Lunch and Learn, tools were shared to gamify your classroom. If you know anything about gamification, you know it consists of adding game elements to a non-game situation. It introduces concepts like badges, levels, and points to the classroom. Google Drawing is a great tool to use if you have ever thought about creating your own badges. It is simple and easy to use, and you can even collaborate with others to get your badge created in no time.

Tip #3 – Find and Insert Copyright-Free Images in Google Docs
One of the challenges in education is finding copyright-free images to use in daily student work. Google has a collection they provide free to anyone. While in Google Docs, click on Insert, Image, and then click on the Search link. The option to search Google, Life, or stock images will appear. Google restricts the results to images licensed as Creative Commons.

Tip #4 – Collect Digital Exit Tickets with Google Forms
When you reflect on the day’s lesson, do you often wonder if your students “got it?” If so, collecting exit information from students will help answer this question. Google Forms is a fantastic tool to use to collect responses from students. Your form can simply be re-used from class to class and contain questions such as “What did you learn today?” or “Do you have any questions?”

Tip #5 – Access your Google Drive Files without the Internet
Internet outages shouldn’t prevent you from working. Just set up offline access so you can access and edit your files at any time. While in Drive, click on the Gear icon and scroll to Settings. Under General, check the box next to Offline.

If you want more Google tips, join us monthly for the free-to-member webinar series Get Your Google On. They are held the first Thursday of each month. Register for them today!

Featured Image: Chromebook by Melk Hagelslag from Pixabay

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