As you may know, graduating seniors and other students who aren’t returning to Brewster Academy next fall will have their Google Apps accounts suspended on June 30. If you want to save some or all of your Google Docs, Sheets, Presentations or Forms, you have to share them with a personal Gmail account so you don’t lose them.

  1. If you do not already have an external personal Gmail account, create one:
    You can do this at https://accounts.google.com/SignUp — follow the on-screen instructions.
  2. Open your Brewster Google Drive. Depending on your view, it’ll either look like a series of icons or a list of files:
    Screen Shot 2016-05-02 at 4.25.33 PM
  3. Click on “New” on the left hand sidebar, and select “Folder.” That will cause a dialog box to pop up asking for a folder name. Name the folder “Transfer Drive Files:”
    Screen Shot 2016-05-02 at 4.26.08 PM
  4. Your new folder will have appeared in the file list. Click on the folder to highlight it, then click on the icon that looks like a little person with a “+” next to their head. This is the Sharing icon. It shares.
    Screen Shot 2016-05-02 at 4.27.19 PM
  5. Give your new Gmail Address “edit” permissions to your new folder: Type your personal Gmail account’s address into the “People” field on the dialog box that pops up. Change its permissions to “Can edit,” and leave “Notify people via email” checked on. Go ahead and click the blue send button.
    Screen Shot 2016-05-02 at 4.29.21 PM
  6. You will be asked if you really mean to share this document. Click yes: Because your personal GMail account isn’t part of the “@brewsteracademy.org” domain, Google will flag your sharing request. It’s okay. Click yes.
    Screen Shot 2016-05-02 at 4.29.58 PM
  7. Highlight and drag all your files and folders that you want to save to your new shared folder: You don’t have to take any documents out of existing folders — just drag everything inside your new shared folder.
    Screen Shot 2016-05-02 at 4.30.45 PM
  8. Log out of your Brewster account entirely, log into your personal Gmail account, and open the invitation: You should see an e-mail from your @brewsteracademy.org address inviting you to collaborate. Open the e-mail and click the blue “Open” button.
    Screen Shot 2016-05-02 at 4.31.40 PM
  9. You will see a list of documents inside the folder. Click “Add to Drive:” By doing this, the folder will be put in Google Drive’s “All Files” section.
    Screen Shot 2016-05-02 at 4.32.35 PMThat’s it! You’re all finished. Now, any files you put in that folder will be shared to your personal account automatically.