Google Takeout lets you export data associated with your Google account. Depending on which Google services you use, your download may include information from services such as Gmail, Google Drive, Google Photos, Google Calendar, Contacts, and YouTube.

Note: Creating a Google Takeout export does not typically delete the original information from your Google account by default. The downloaded files are a separate copy of your data. 

Use cases for Google Takeout

Click here for some example use cases

• Create a backup: Keep a copy of important files, photos, emails, or other information.
• Move your data: Export information before changing accounts or moving to another service.
• Keep an archive: Preserve personal information for your own records.
• Review your data: See what information is stored in your Google account.

What university data should not be downloaded to non-UMD storage options?

Removing personal data is the goal. Here are a few examples of data you should not download to non-UMD accounts. This list is not exhaustive, but provides a framework to help you decide what data is or is not appropriate to download. 

• University records: Emails related to university operations, personnel matters, research, students, contracts, or official decisions may be subject to retention laws, audits, litigation holds, FERPA, or Maryland public records requirements. Exporting these messages for personal retention could create compliance or security concerns.
• Sensitive data: Messages containing FERPA-protected student information, HR records, financial data, or other Level 3 High data should not be transferred into unsecured personal storage or consumer email accounts.

Note: If your files are not already clearly filed into personal and university-related folders, consider creating a personal folder to collect your personal data. The download process will be more complicated without personal data folders.

Download Your Google Data

Deselect all data

1. Open Google Takeout.
2. Select the Google services from the list of services displayed whose data you want to export.
   • Each service has a checkbox indicating whether it is selected. 
3. Select Deselect all so you can choose only the data you need.
   

Select email labels and filters to download

1. For email, scroll down to the Mail section.
2. Check the box.
3. Click the All Mail data included button.
   
4. Uncheck Include all messages in Mail (click Deselect all if needed).
5. Check labels and filters that contain personal data. See DIT's support article to learn about labels and filters
   
6. Click the OK button.

Select Google Drive folders to download

1. For Google Drive, scroll down to the Drive section.
2. Check the box.
3. Click the All Drive included button.
4. Uncheck Include all files and folders in Drive.
   
   
5. Click Deselect all.
6. Check the boxes to select only folders that contain personal data.
   
7. Click the OK button.

Complete the Google Takeout process

1. Repeat steps similar to Gmail and Drive for other Google applications you are downloading data from.
2. Choose options such as the file format and maximum archive size, when available.
3. Scroll to the bottom of the Takeout page. Select Next step.
4. Select the export frequency.
   • For a one-time backup or transfer, choose the one-time export option.
   • Select the File type and maximum archive size.
   • ZIP is a common choice because it can be opened on most computers.
   • If the amount of data exceeds the maximum archive size you select, Google may divide the export into multiple archive files. 
     
5. Click Create export. Google will begin preparing the requested data. The process may take some time, especially when exporting a large amount of information. 
6. When the export is ready, Google will notify you according to the delivery method you selected.
7. Open the notification and follow the instructions to download the archive. 
8. Save the downloaded archive files to a secure location on your computer or another storage device.
   • If Google created multiple archive files, download them all.
9. Extract the downloaded ZIP file or files.
10. Open the resulting Takeout folder and review the contents.

Note: This article on downloading personal data from UMD accounts covers alternative download methods.