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Updated Calendar and Email Tools

The University of Phoenix is transitioning its Calendar and Email tools from Google to Microsoft services. To ensure that you do not lose any data, it is recommended that you download and archive your Calendar and Email information. To do this, you could use Google Takeout. Google Takeout gives you the ability to archive both your Calendar and Email information, simultaneously. You could also archive other Google information, like Google Drive. To find out more about Google Takeout, go to: https://support.google.com/accounts/answer/3024190?hl=en.

Download and Archive Data

To download and archive your Calendar and Email data, perform the following steps:

  1. Open your and then go to Google Takeout at https://www.google.com/settings/takeout.

    The Download your data page appears.

  2. Click the Profile icon in the top-right corner.

    Your Account/Profile information appears.

  3. Verify that you are logged in with your University email address: username@email.phoenix.edu. If not, log out and repeat Step 1, ensuring that you log in using your University email address.

  4. On the Download your data page – Select data to include section, verify that the products you want to archive, such as Mail, are selected with a green-and-white check mark, like those shown in Figure 1:


    Figure 1. Download your data Page - Profile Details

  5. Scroll to the bottom of the page and click the Next button, as shown in Figure 2:


    Figure 2. Download your data Page - Select Data to include Section

    The Download your data page refreshes to display the Customize download format section, as shown in Figure 3:


    Figure 3. Download your data Page - Customize download format Section

  6. Click the File type drop-down menu and select .zip.

  7. Click the Delivery method drop-down menu and select Send download link via email.

  8. Click the Create archive button.

    Google begins archiving your data. Depending on how much data Google is archiving, it could take from several hours to several days for the archive to complete. Google will keep you updated during the process.


    Figure 4. Download your data Page - Archive Status

  9. After your data is archived, you will receive an email with the subject line ‘Your Google archive data is ready’ in your inbox. You can download or manage your archives from this email. Managing your archives allows you to access previous archives that you may have downloaded.

  10. Open the email and click the Download archive button, as shown in Figure 5:


    Figure 5. Your Google data archive is ready Email

    Note: Your archive will only be available to download for one week from the time you archived it. If you do not download your archive within this time period, you will need to repeat Steps 1-9.

    You may be prompted to use a Google password when you download your archive. If you do not have a Google password, then you can generate a new one by performing the next step.

  11. Click the Generate Password button below to generate a new Google password.

  12. If prompted, confirm your University email address and enter your new Google password, as shown in Figure 6:


    Figure 6. Google Password Confirmation Page

  13. Save your archived file on your local computer.

    Now that your archive has been saved on your local computer, you can use mail clients, such as Mozilla Thunderbird to access your email messages. The other Google data you selected to archive is also available for use. More information about the formats included in your archive can be found on Google: https://support.google.com/accounts/answer/3024195.

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