Guides

Backup

To avoid potential errors in the take process, login to your CCAD gmail account in an incognito or private window at https://myaccount.google.com/ using your CCAD login.

Choose Manage your Data & Personalization

 

Scroll down to Download your Data and click on “Download your Data” You will be taken to Google Takeout. Accept the default selection and click “Next Step”
 

 

Accept the default file type and sizes in the next steps
 

 My total email size is about 20GB but I still accept 2GB. This means I will receive 10 files of 2GB each. Many email systems cannot handle larger than 2GB file size. Please accept this default size. Click on “Create Export”
 

After the final step, Google will tell you when the export process will start. This might take days to complete. You will receive an email once the process is complete.
 

 An email will be sent to you about this schedule.

 

 When the backup is complete you will receive email from Google takeouts - “Your Google data is ready to download”

 

Caution: Download each portion one at a time and when your network is free of other activities. The download process can hog your home bandwidth when other Internet activities are going on.
 

*Please note- if you receive this message (below) after transferring your files, please log out of ALL gmail accounts. The CCAD email needs to be the one that is primary. And the simplest way to do that is to logout and then login to CCAD.edu only. If it doesn’t work after that, please contact [email protected]*

 

To delete by size only

Log into your email account

  1. In the Search box, type “has:attachment larger:10M.” without the quotes
  2. Click Search . Note: Replace " 10 " with a higher number to delete larger files.
  3. Select the emails, then click Delete .
  4. On the left side of the page, click Menu. Trash.
  5. At the top, click Empty trash now.

Repeat the process with a lower number till you get to 1MB.

  1.  In the Search box, type “has:attachment larger:5M.” without the quotes
  2. Click Search. 
  3. Select the emails, then click Delete.
  4. On the left side of the page, click Menu. Trash.
  5. At the top, click Empty trash now.

Gmail's inbox can display a maximum of 50 emails per page, so if the emails you want to delete span multiple pages, you have to search and delete them in multiple actions.


To delete by date

Emails can be deleted in large amounts using the web browser if you follow the instructions below.

These functions are not available on mobile browsers and Gmail Apps.

Basically you search for the mails and then remove them:

  • Find mails that you want to delete:
    • You can search for before:2011/01/01 in the top search bar, also use other parameters as found here OR
    • navigate to the label that contains the mails you want to remove OR
    • select the label All mail to remove all messages from your account.
  • Select the messages with the checkbox above the message list.
  • Click on the link Select all x,xxx conversations... that appears if you have more messages than displayed on the current page.
  • Click the delete button to send all mails to Trash.
  • To finally delete the mails please navigate to the label Trash and click on the link Empty Trash now.

Please remember that this action cannot be undone and once mails are deleted from Trash you can never get them back.

Google Search Parameters

https://support.google.com/mail/answer/7190?hl=en

 

Open MBOX File: Mac Options

If you're on a Mac, you can use Apple's Mail app to import . MBOX files. Open the app, click on File, and click on “Import Mailboxes.” Make sure “Files in mbox format” is selected, and then find your . MBOX file(s).

Detailed Steps:

  1. Click “File“, a menu will drop down.
  2. “Import Mailboxes“. A pop-up window appears.
  3. Put a tick next to “files in MBOX format“
  4. Click “Continue“
  5. Select “Choose“
  6. Return to the Mail app.
  7. Hit “Mailboxes“, which is on the left-hand side
  8. Hit “Import” and select from the list of MBOX files

 

Open the Mbox file in Outlook or Windows

  1. Install Thunderbird on your Windows Computer. Download Thunderbird from https://www.thunderbird.net, then install it on your computer. 
  2. Mail Account Setup. 
  3. Open MBox file in Thunderbird. 
  4. Export Gmail messages to Open EML files in MS Outlook.

 

 

If you are a CCAD alumni and would like to keep the content of your email, you can set up a free gmail account if you do not have one. Login to your CCAD email account https://myaccount.google.com/

Then click on the “Start transfer” link on the home page. This will migrate your CCAD Google data to your personal gmail account. Google gives users 15 GB of digital storage for free. That includes everything in Gmail, Google Drive, and any uncompressed images stored in Google Photos.
 

The next step will ask for you personal gmail address, so login to that account as well and wait for a code
 

After verifying your gmail account with the code, the data transfer will start. This is the cleanest way to retain essential email/data from your CCAD email account.

To download multiple files from Google Drive

  1. Go to takeout.google.com and scroll to “create new Export”
  2. “Deselect All”

See the screenshot below for details on how to:


 Select only Drive and accept the default settings for the multiple formats.
 

Scroll down and click  next
 

Choose file type and destination - Accept the default zip and 2GB size chunks and then click “Create Export”
 


The final screen will have a scheduled date for the export and because you choose the defaults, you will receive a link in your email to download your files when the zip files are ready to be downloaded.
 

Deleting Files from Google Drive

Before Deleting files from Google Drive, make sure you are the owner of the file and also that you are NOT sharing with others.

To find the owner of files and folders, open Drive and type in the search “Owner:[email protected]” 

Example, for [email protected] in the search bar inside Drive, type “Owner:[email protected]” 

The screenshot below will appear - Delete all large files,  unwanted files, or duplicate files living on your computer. Contact people you are sharing files with to make copies of your file before deleting them.