Gsuite for Education

TU Dublin has moved its platform to Microsoft 365 having previously used Google Apps for Education. To migrate your data from Google to Office 365 please see the below self help articles that will help you with sunsetting your old account and migrating any data required. Please note the old Google @dit.ie and @mydit.ie accounts will no longer be accessible from the end of October 2021. To transfer data from your old account, you will be required to login using your staffid@dit.ie or studentid@mydit.ie and download the files locally and upload them to your new account or reshare the files to your new account.

In 2017, Google announced that they would replace classic Sites with new Sites, and in 2019 Google announced that domains will have until the end of 2021 to complete the transition. To help manage the transition, Admins and end users can use the Classic Sites Manager to: 

 
Google Site owners can now bulk convert Classic Sites to new Sites using the Classic Sites Manager. This will make it easier to prepare your organization for the migration completion. 
 
Using the classic sites manager, you can bulk convert classic sites to new sites.
 
 

Additional details

The user who initiates the bulk conversion will become the owner of all converted sites—they can reassign site ownership using the Classic Sites Manager once the conversion is complete.If sites cannot be converted, they will be skipped and the converter will be notified via email.
 

If you take no action before September 1, any classic Sites you own are automatically:

  • Downloaded as an archive and saved to your Google Drive.
  • Replaced with a draft in the new Google Sites experience for you to review and publish.

Resources 

Niall Dixon is putting on a few IT training sessions to assist staff in dealing with the issues of moving files from Gmail to Office365. Please check his calender to see when the next available session will be taking place.

To migrate any old @dit.ie address in use for running services or non staff address accounts in use for projects, groups, etc. please contact support with the details of what email accounts need to be migrated. The account may be moved to an address in the form of service.city@tudublin.ie.

Please see this video and the below instructions.Go to https://takeout.google.com/ after signing in with your old student id @mydit.ie account.You must move your Google Drive documents into your OneDrive account and reshare them if necessary to TU Dublin accounts.

Select google drive and deselect everything else

After selecting google drive scroll down and select next

 

Select one-time archive and click file type .zip

 

Select archive size 50GB and click on create archive

You will get the message archive is in progress.When this is finished you can download the file locally to your device and then upload to one drive.Do not download your archives on public computers or upload them where others can see them.Once the file is downloaded you can either upload the zip version of the file to one drive or unzip the file locally and upload the contents to one drive.

Open up office.com and sign in with your mytudublin.ie account select one drive

 

Select upload and select folder and browse toward where you have saved the google drive files from your google hangout.








 

Please see this video and the below instructions.Go to https://takeout.google.com/ after signing in with your old staff id @dit.ie account.  If you have edited/created documents since in Google Drive, you must copy them into OneDrive again so that you have the latest copy.

Select google drive and deselect everything else

 

After selecting google drive scroll down and select next

 

Select one-time archive and click file type .zip

 

Select archive size 50GB and click on create archive

 

You will get the message archive is in progress.When this is finished you can download the file locally to your device and then upload to one drive.Do not download your archives on public computers or upload them where others can see them.Once the file is downloaded you can either upload the zip version of the file to one drive or unzip the file locally and upload the contents to one drive.

Open up office.com and sign in with your mytudublin.ie account select one drive

 

Select upload and select folder and browse toward where you have saved the google drive files from your google hangout.








 

Open up the hamburger icon in Google and Select Contacts.

 

Select export contacts from gmail

 

.

 

Export contacts to a csv from google contacts.

 

Open up the csv document and press ctrl + F and find and replace

Do this for dit.ie to replace to tudublin.ie and mydit.ie to replace to mytudublin.ie



Save as .cvs and do a file import and point towards the saved spreadsheet.

To import from Outlook Web App:

  1. Select People from the app launcher.
  2. Select Manage.
  3. Select Import contacts.
  4. Click Browse and select the .csv file you saved your Gmail contacts to.
  5. Click Import.

Following a successful move to TU Dublin email addresses, please ensure that your old email address is not in use.  Please review all messages you receive to your old addresses. To assist you in this identification, a blue banner will be added to all emails forwarded on to you. 

 

Please advise senders to use your TU Dublin email address. Please change your address on any subscriptions.

You may see a warning banner on incoming mails indicating they were send to your @dit.ie/@mydit.ie address. Senders need to be advised to use your new TU Dublin email address. Please change your address on any subscriptions.
 

 

 

Please review your incoming mails.  Note those that are sent to your @dit.ie account.



You may wish to unsubscribe from the mailing list if you no longer wish to receive the mails.  Check the bottom of the email for an unsubscribe link.

 

If you wish to keep receiving the messages, you may need to log into a user account for the service that you set up when originally subscribing to change your address.If you did not set up an account, or cannot log into it or change the address, you may need to unsubscribe from the service and re-subscribe. Advise any contacts still using your @dit.ie address that they should use your TU Dublin address.

 

Review any messages you send from your @dit.ie address. 

If you run a newsletter, for example, and send mails out, change the sending address.  If you need a new TU Dublin email address for this function, please contact IT Support. If you run an IT system yourself, change the sending address and SMTP configuration to use Office 365.  

If you still send from your GSuite account, please note this account will be removed.  If there are technical reasons why you believe you need to continue to send from your @dit.ie account, please contact IT Support for advice.

 

Only personal data should be moved into an external personal account.  Any DIT/TU Dublin data should be kept within an enterprise account, i.e. your TU Dublin office 365 account. If your @dit.ie address has been published on academic papers, etc. please be advised that mail will still be received to that address for the foreseeable future, as long as you have TU Dublin email account.  The address will be moved to Office 365 instead of GSuite, but to avoid any issues or lost mail, please minimize any further use of DIT email addresses.

 

Option 1

YouTube how to download videos that you've uploaded 

  • Sign in to YouTube Studio. 
  • From the left panel, select the Videos tab. 
  • Hover over the video you'd like to download, and select Menu then Download. 

Stream how to upload videos 

Sign into office.com and search for Stream.To upload from any page: 

  • In the Microsoft Stream portal, select Create > Upload a video or the upload icon from the top navigation bar 
  • Drag and drop or select files from your computer or device. 
  • Apply sharing permissions, to ensure videos are not public to the whole University when that is not intended.

 

Option 2

  • This option deletes the original channel, so this may not suit everyone if content needs to stay up in parallel until it can be re-launched.
  • Move your YouTube channel to another account. 
     

Please note, for disabled DIT account if the videos are made public they are still accessible. The owners of the account will not be able to edit the video if disabled but if edit rights are given to another user they will be able to edit the video. Please note, once the Gmail accounts are deleted, all documents including the videos will be lost.

Google is changing the storage available for Google Photos from June 1, 2021.  Please review the changes as you must take action to move your photos to a personal Google account before June 1st ICT Services cannot make this move for you and cannot assist if storage is insufficient.   
 
Please see https://support.google.com/photos/answer/10100180?hl=en for further information.
 
If you Share your library with your other email you can add all the photos to the library of the second account.
  1. Share your library with the second account
  2. Accept the share and select Automatically add to library for all photos
  3. Wait, it is best to leave overnight, until the photos have all been added to the second account before creating any albums.
Archived photos are excluded, but work for everything else.  Any photos you save from a shared library won’t take up storage, until you stop sharing the library, however this doesn’t appear to work and storage currently remains free. Please note the new storage rules from Google. Starting June 1, 2021, any new photos and videos you upload will count toward the free 15 GB of storage that comes with every Google Account or the additional storage you’ve purchased as a Google One member.
 
WARNING only the photos are added to the new account, Albums are not transferred

Install Google Drive Backup and Sync and Googe Photos Backup and Sync

To backup and sync your files to your local laptop you can download backup and sync from google drive and google photo.  

Click on download and run through the install, logging in with your old studentid@mydit.ie or staffnumber@dit.ie.

This will then map a drive where you can copy over files from your google drive to local storage.

 

 

 

 

Once you have moved your data to your local storage and once you do not require it anymore you can uninstall the google drive app. 

 

Uninstall Google Drive App 

Click on start and add or remove programs.

All your historical DIT mail should be already migrated to Outlook Office 365. During the migration your old Gmail labels may not have copied over into the same folders on Outlook.  If this happens for you, please log into Gmail and find the mails that seems to be missing in Outlook. Then please search for them specifically in Outlook. The emails may be found in other unexpected folders in Outlook. Prior to 2010, is it possible that you had mails in archive profile folders in Outlook that were actually saved locally on your client as a pst files. Those files may need to be added back into your new Outlook profile.

 
Once DIT emails have been disabled.
The intention once the DIT emails have been disabled is to move the mail record for @dit.ie address to O365 which will mean that mails to the old addresses should still be delivered to, for a period of time.
 
 
In general your TU Dublin account is automatically set up on Google Workspace managed by TU Dublin. If you see the message below you must sign in using your TU Dublin credentials.
 
"Welcome to your new account firstname.surname@tudublin.ie. Your account is compatible with many Google services, but your tudublin.ie administrator decides which services you may access using your account."
 
If you need to use a Google Service with your TU Dublin account for work reasons, please contact support itsupport.city@tudublin.ie to have the required service enabled. User goes to Youtube.com:

 

Tries to sign in with TU Dublin address:

 

 

Then sees one of the messages below:

Have you used your TU Dublin email address to set up a Google Account? 

If you have used your TU Dublin email address to set up a Google Account, e.g. for use with YouTube, Google Sites, etc., please be advised that ICT services will shortly be bringing those accounts under our protection and management as administrative owners of the domains @tudublin.ie and @mytudublin.ie. 

You will receive an email inviting you to either move your account under TU Dublin administration, or to transfer it into a new personal account.  Please follow the instructions given.  Any accounts not moved at this stage will have to move shortly as application of the new administrative owner to addresses will prompt the change. 

Email that you will receive: 

 

Click “Transfer account”.  Please note you may not have access to all Google services if they have not been approved for your TU Dublin account

 

 

 

 

Click "Next"

 

Once fully transferred, for login you will use your TU Dublin credentials, the same as for Office 365. 

Select the “Decline Transfer” link. 

 

 

Decline again

 

 

Try to log in with your TU address again.  You are then asked which account you want to use.  Or log in as the new temporary address assigned - firstname.surname%tudublin.ie@gtempaccount.com. 

Top option is for if you transferred your data to the Enterprise account. 

Bottom option is for if you transferred your data to a personal account. 

The account is actually renamed to a temporary account firstname.surname%tudublin.ie@gtempaccount.com 

If you cannot log in, click “Forgot password?” 

You may be prompted for MFA: 

 

 

 

 

 

User chooses option. Option 1:  

 

 

 

New personal Gmail account is created.  

 

An email confirmation is sent to your TU address confirming the change:  

 

 

 

How to preserve Google Sites data

First export and preserve classic Google Site data. Go to https://takeout.google.com, choose Deselect All, scroll down the page to Classic Sites, select the checkbox, then scroll to the bottom of the page and select Next Step. You may then choose a delivery method. Modify the frequency to once, file type to zip & size to 50GB. Next, select Create Export. 

 

 

Go to https://takeout.google.com, choose Deselect All, scroll down the page to You Tube, select the checkbox, then scroll to the bottom of the page and select Next Step. You may then choose a delivery method. Modify the frequency to once, file type to zip & size to 50GB. Next, select Create Export.

Please remember that once the DIT Google domain is no longer accessible, any links from within Brightspace to any content that you may hold in a Google drive, will break. Before this happens, please revisit that content in your Brightspace modules and either edit those links to point elsewhere, or upload copies of that content into Brightspace itself. The Google Workspace widget will be removed from Brightspace in time and the OneDrive widget will be made available ahead of the coming semester.  

Zip files are "archived" files. They take up less space and are an easy way to pack several files together, for example into a single google takeout file. When you are using Google takeout, the files exported are zipped files and they will need to be extracted and uploaded to either one drive or a new google drive. 7-zip is a free program, which lets you create and extract zip files. Zip files are extracted using the 7-zip program as follows:

  • Locate the desired zip file.
  • Right-click it and select 7-Zip > Extract Here. The file will be extracted to the folder containing the zipped file. Select Extract files to change the extraction folder.
  • Once the files are extracted locally they can by uploaded to one drive or google drive.