OEC will ensure that all @physics.ucsd.edu email addresses and aliases assigned to you will redirect to your @ucsd.edu account post-transition.

Additionally, the @physics account will remain intact as username-archive@physics.ucsd.edu for a period of time to allow for graceful transition time.

Yes, OEC will be able to forward all emails sent to your @physics.ucsd.edu address over to your @ucsd.edu address.

Correct - we are transitioning to the ucsd.edu Google domain.

All campus employees and affiliates currently using the physics.ucsd.edu Google domain should use a campus centrally-managed email account. 

However, there are specific reasons to keep physics.ucsd.edu accounts open, and those will be addressed as needed. In most cases, there will be alternatives to keeping the account open. Exceptions will be made by approval from departmental MSO/Chair.

Shared Drives created in the physics.ucsd.edu domain will remain, for now and by default, in the physics.ucsd.edu domain. These can be transitioned to the ucsd.edu domain, moving the data is a manual process.  Instructions are listed here: Shared Drive Watchpoints

Configure your @physics.ucsd.edu address as a Send As entry in your @ucsd.edu account.

Instructions are here: https://support.google.com/mail/answer/22370

• SMTP Server: smtp.ucsd.edu

• Port: 465

• Secured connection using: SSL

• Username: your Active Directory Username

• Password: your Active Directory Password

Google does not show you emails that you send to yourself in your Inbox. Please see this article for an explanation:

https://support.google.com/a/answer/1703601

• Zoom calendar integration: If you are using the Zoom add-in on your calendar, you will need to also install this while signed into your new @ucsd.edu Google account once you've switched over and your primary calendar is in the @ucsd.edu Google account. https://gsuite.google.com/marketplace/app/zoom_for_gsuite/364750910244

• Zoom calendar integration - part 2: If you have connected your Zoom account to your @physics.ucsd.edu calendar, you'll need to log into https://ucsd.zoom.us to connect your Zoom account to your @ucsd.edu Google calendar instead, once you've switched over and your primary calendar is in the @ucsd.edu Google domain: https://support.zoom.us/hc/en-us/articles/360000488243-Setting-up-calendar-and-contacts-integration-for-the-desktop-client

Please see MyDrive Watchpoint, where this is discussed in more detail: MyDrive 

• To check your total Google Account storage: https://drive.google.com/drive/u/0/quota

  • • BEWARE: This page shows you the largest files that you have access to, not necessarily that live in your MyDrive. Before deleting any files in the list on this page, click once to highlight the file and it will tell you where the file is located, and if it's shared out to anyone. With that knowledge, you can then make the decision as to whether it's something that is needed or whether it can be deleted.

• If your Google account has more than 100GB in it, you will probably want to start paring down your data - if you need help to find new locations for things, please contact OEC

• Google provides a list of ways you can delete data from your account: https://support.google.com/drive/answer/6374270

To find emails in your Gmail mailbox with large attachments, you can use this link:

https://mail.google.com/mail/u/0/#search/has%3Aattachment+larger%3A10 

Or you can open your Inbox and use the search term:

• has:attachment larger:10M

From there you can determine if you want to delete the emails, and if you want to download the attachments before deleting.

If someone shares a folder out from their own personal MyDrive, this folder lives in their account. The folder is owned by the account of the person that shared out the folder.

HOWEVER, if you then put files into that folder, the files are still owned by you (unless you take the extra step to transfer ownership to that other person)

Now, if the owner of that folder deletes the folder, OR if the folder owner's account is deleted...

The files you own are still in Google, but they no longer live in a folder - they've been "orphaned".

To find out if you have orphaned files, you can use this link:

https://drive.google.com/drive/u/0/search?q=is:unorganized%20owner:me

Or you can open your MyDrive and use the search term:

• is:unorganized owner:me

From there you can determine if you want to delete the files, or move them to an appropriate location.

• IF you want to download your ENTIRE MyDrive, you can use Google Takeout: https://support.google.com/accounts/answer/3024190

  • NOTE: Exporting Drive data using Google Takeout will export data your account owns, stored in My Drive and Computers

  • This means that it may not export data in your My Drive that you do not own, nor data in other accounts' My Drives that you do own

  • More info on the details of what is exported per file-type: https://support.google.com/docs/answer/9759608

• Google Drive uses some keyboard shortcuts the same way that Windows does with files

  • CTRL+click on each file that you want to highlight

    • Alternately, you can click on the first item in the list to highlight it, then hold the SHIFT key down and click on the last item in the list that you want to highlight - it will highlight all the files in between including the first and last

  • Then right-click on the highlighted files and choose Download

    • Google will zip up the files and this will download as a .zip file into your Downloads folder that you can then unzip and move the files where you need to

• More keyboard shortcuts to help:https://support.google.com/drive/answer/2563044

If you delete a file from your MyDrive that is owned by someone else, that file will be moved to the owner's MyDrive, or it will be Orphaned in their account.

If you delete a folder from your MyDrive that contains files owned by someone else, the files contained within will keep its existing sharing settings for 30 days or until the folder is deleted from the MyDrive Trash. Then, the file will be unshared and moved to the owner's MyDrive, or it will be Orphaned in their account.

• Note that Google automatically deletes anything in your Gmail Trash that has been sent to Trash more than 30 days ago.

  • • More info on deleting emails: https://support.google.com/mail/answer/7401

• Note that Google automatically deletes anything in your MyDrive Trash that has been sent to Trash more than 30 days ago.

  • • More info on deleting Drive files: https://support.google.com/drive/answer/2375102

If you create a folder in your MyDrive, and share it out to others, this is considered a MyDrive "shared folder infrastructure".

When you do this, and other users contribute files and/or folders to this folder, you might think that you own the files because they "live" in your MyDrive.

BUT that is not actually the case - if someone else adds a file/folder to your MyDrive, that file/folder is owned by that user.

Why is this problematic?

As employees separate from the university, or students  graduate or leave, their accounts are subject to closure and deletion.

The files in your MyDrive that are owned by that user will be deleted when that user's account is deleted.

However, 

If you create a Shared Drive, and share that out to others, all files/folders added to that Shared Drive are OWNED BY THAT SHARED DRIVE.

This means that no matter who comes and goes, whose accounts are deleted, all files in the Shared Drive will remain in place and accessible by the members of the Shared Drive.

Contact OEC at oec@ucsd.edu to have a report created. This report will show you the full path of all the files you own or have access to, and includes file sizes, which you can then use Google Sheets formulas or pivot charts to summarize. OEC is also happy to help summarize the data in the report.

Another method that we have come across to do more analysis on the files in your MyDrive or Shared Drive to find large files, old files, etc:

1. 1. 1. 1.  If you have a Windows computer, you can install the Google Drive Desktop client and sign in to your Google account: https://www.google.com/drive/download/

         2. Then install Treesize Free, and have it scan your MyDrive, or the Shared Drive that you want to analyze: https://www.jam-software.com/treesize_free 

If you have questions about this method, please feel free to contact us for assistance: oec@ucsd.edu

IMPORTANT: DO NOT use these apps to download your Google Drive data, unless you KNOW that you are not downloading any native Google files (Docs, Sheets, Slides, etc)

• All Unread in your Inbox, type the following into the search box:

  • • in:inbox is:unread

• All emails in your Inbox older than 1/1/22:

  • • in:inbox before:01-01-2022

• All Unread emails in your entire mailbox, older than 1/1/21:

  • • is:unread before:01-01-2021

• All emails with large attachments (in this case, larger than 10 MB):

  • • has:attachment larger:10M

• List of Gmail Search Operators: https://support.google.com/mail/answer/7190

Google has an Archive option, which basically is another way of saying "Remove label".

You can think of Google as a big bucket with emails in it. Each email can have a label on it, like Inbox, Sent, Finance 2022, etc. Each email can have multiple labels on it, even!

You can see all the emails in your Google "bucket" by going to "All Mail" (There you will see all of your emails, and the labels attached to each).

When you have emails in your Inbox that you're done with and don't want to see them anymore, or don't have action to take on them, you may want to "Archive" them. This does not delete the email - instead, it removes the "Inbox" label, and the email remains in your mailbox. This way, you can search for the email still, and it will also show in your All Mail list. It can be an easy way to start clearing our your Inbox.

https://support.google.com/mail/answer/6576

1. search for all of the files that match what you are trying to delete

2. check the box at the top of the list to select all the messages on the page

3. at the top of the list it will say "All 50 conversations on this page are selected. Select all ### conversations in Inbox"

4. Click on the link to Select all ### conversations that you're wanting to take action on

5. Confirm that yes, you really want to take action on all the items (AND Be Absolutely Sure that you want to take the action on all the items that you're selecting)

6. Then choose the action you want to take

NOTE: for very large result sets, you may have to do this process several times to fully complete the action that you're trying to complete

THUNDERBIRD on MacOS

1. Open Thunderbird and click on the three horizontal lines at the upper right of the window and select Account Settings.

2. Click on Manage Identities at the bottom right.

3. Click Add to add your email alias.

4. Enter the following details:

   • Your name. Display Name

   • Email Address. Your UCSD alias.

   • Reply-to Address. Your UCSD alias.

5. Click OK.

APPLE MAIL on MacOS

1. Go to Mail > Settings > Accounts >

2. Click on Google UCSD email account

3. Click the dropdown for Email Address:

4. Select Edit Email Addresses

5. Click the + button and type in your UCSD email alias

6. Click OK 

iOS - Change Default Send As Address

• NOTE that this changes From address for all of your emails sent through your @ucsd.edu account -it does not enable a drop-down in which you can pick with each email

• Video walkthrough here: https://drive.google.com/file/d/1kszDKajBpfPXrBJ6KTz2Fyj7sLTnxDe-/view?usp=sharing