Move files into Microsoft or Google institutional storage from an individual storage location

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Overview

If you have institutional files in your individual Microsoft OneDrive at IU or Google at IU My Drive account, follow the steps below to move that data to an institutional storage location, such as Microsoft Teams at IU using IU Cloud Storage and the IUanyWare desktop.

Important:
Due to changes to Google storage, Google at IU Shared Drives will be available only as a paid option for departments. Storage costs for paid Google Shared Drives are $48 per year, in 100 GB increments. UITS strongly recommends that you choose an option other than Google at IU Shared Drives; see Migration options for Google at IU My Drive data.

Before you begin

Important:

In both the Google and Microsoft environments, there is no way to move large amounts of data from individual storage to institutional storage while retaining collaborators and metadata. This is a limitation of the vended platforms themselves.

  • (Microsoft) Attempting to move a folder containing a large amount of data (~100GB or more) from Microsoft OneDrive to a Microsoft Teams at IU location using the web or mobile app interface will fail.
  • (Google) There is no way to move a folder from Google at IU My Drive to Google at IU Shared Drives using the web or mobile app interface.
  • Moving files or folders from individual to institutional storage using any method other than the web or mobile app interface (such as those outlined below, which rely on synchronizing content to a local computer) will result in the uploaded data being treated as new content, rather than a move or copy.

See About changes to storage in Google at IU.

If you need help assessing whether you have institutional files, see Determine whether your files are individual (personal) or institutional.

Map individual storage to the IU Cloud Storage service and access the IUanyWare Desktop

  1. Determine which files are institutional and choose the institutional storage location that will best serve your department's needs. If needed, request storage at that location. For more information, see Options for storing files at IU and Store, share, and collaborate on institutional files at IU. If many other people at IU will access the files, you may wish to consult with your IT Pro.
  2. Authorize your individual storage location for IU Cloud Storage; see About the IU Cloud Storage Portal.
  3. Organize your institutional files into folders. If you will upload all of the files to the same institutional storage location, you can move all of them into one folder. If you will move them to different locations, you can move files into specific folders for each location.
  4. Log into an IUanyWare Desktop and open a web browser (Chrome, Firefox, etc.) within the Desktop. For detailed instructions, see About the IUanyWare Desktop.

Move files to institutional storage

Note:
The following steps will maintain copies of your files in your individual Microsoft OneDrive at IU or Google at IU My Drive account. You may choose to delete or unshare these files after moving them to your desired location.

Microsoft Teams at IU

  1. Log into Microsoft 365 at IU.
  2. Click Teams, and then Use the web app instead.
  3. Select the team to which you need to upload files, and select the Files tab.
  4. Click Upload, and then select Files or Folder, depending on whether you are uploading a single file or a folder.
  5. In the File Explorer, navigate to the mapped drive corresponding to your Google My Drive or OneDrive, select the folder, and click Upload. If you are uploading institutional files to more than one team or uploading more than one folder, repeat this process as needed.

Google at IU Shared Drives

Important:
Due to changes to Google storage, Google at IU Shared Drives will be available only as a paid option for departments. Storage costs for paid Google Shared Drives are $48 per year, in 100 GB increments. UITS strongly recommends that you choose an option other than Google at IU Shared Drives; see Migration options for Google at IU My Drive data.
  1. Log into google.iu.edu.
  2. Click Drive, and then Go to Drive.
  3. If you are directed to an account other than your Google at IU account, click the circle at the top right, and then select your Google at IU account. For more, see Manage multiple Google accounts at IU.
  4. Click Shared Drives on the left to view your shared drives.
  5. Select the Shared Drive to which you need to upload the files.
  6. Click New, and then File Upload or Folder Upload, depending on whether you are uploading a single file or a folder.
  7. In the File Explorer, navigate to the mapped drive corresponding to your Google My Drive or OneDrive, select the folder, and click Upload. If you are uploading institutional files to more than one Shared Drive or are uploading more than one folder, repeat this process as needed.

If your data is in Google My Drive but contains Google documents (such as Google Docs or Google Sheets) that haven't been converted to Microsoft 365 documents

If your data is in Google My Drive but contains Google documents (such as Google Docs or Google Sheets) that haven't been converted to Microsoft 365 documents, the method above may not work. Follow the alternate method below to move such files from Google My Drive to Google Shared Drives:

  1. Log into google.iu.edu.
  2. Click Drive, and then Go to Drive.
  3. If you're directed to an account other than your Google at IU account, click the circle at the top right, and select your Google at IU account. For more, see Manage multiple Google accounts at IU.
  4. Click My Drive on the left if it is not already selected.
  5. Navigate to where the files are located. Select all of the Google documents (by clicking and dragging the mouse to select all of them, for example).
  6. Right-click the files, and click Move to. Click the arrow to the left of "My Drive" in the window that appears. Select Shared Drives, and then select the destination where you would like to move the files (the Shared Drive itself, or a folder within a Shared Drive). Click Move Here, and then click Move.
Note:

This method allows moving multiple files at once, but does not work for moving folders at this time, so you'll need to recreate the folder structure in the new space.

This is document bgjb in the Knowledge Base.
Last modified on 2023-01-11 12:39:12.