Notice
On November 18, 2022, all FAU Google Workspace accounts will have a 5GB quota enforced. 

 

Google to Microsoft Move

Google Move: Reduce Google Workspace Storage

Overview

Google’s terms of service have changed and have announced a substantial change to its services that will stop offering unlimited storage for academic institutions. Due to this change, all FAU Google users will have a 5 GB quota enforced on their account beginning November 18, 2022. Google Workspace (FAU Owl Apps) storage is shared across Google Drive, Gmail, Google Photos, and the other Google Apps. When your account reaches its storage limit, you will not be able to create, edit or store new files. This change also impacts Google’s Shared Drives. While this new quota is limiting, alternatives are available.

The information below will guide you on how to check your storage and offer tips on how to reduce it. All current FAU users have 5 TB of storage through Microsoft’s OneDrive. Microsoft Teams is another option for shared file space and collaboration. Check out the various way available to transfer your information to the many storage alternatives available to you. Quotas are now being placed for new and select accounts. By the end of August, all accounts will have the 5 GB quota placed and users will begin to receive warnings. However, storage limits will not be enforced until November 18, 2022.

We also enourage you to take advantage of Microsoft's training sessions to help you ease into this transition!

 

What does this mean for me?

Students

If you are over the 5 GB limit, you need to take steps to reduce the storage in your Gmail/Google Workspace account to meet the new quota. See the How to Prepare section for tips on how to reduce your Google storage.

Effective November 16, 2022, Newly admitted students will be using Outlook 365. More information on the timeline and transition plan is available at our Student Email Moving to Microsoft webpage.

To further prepare for this transition, Microsoft will be providing student training sessions. Reserve your sport!

Alumni

If you are over the 5 GB limit, you need to take steps to reduce the storage in your Gmail/Google Workspace account to meet the new quota.

Additionally, for the security of former students and the institution, Alumni Google accounts will be disabled, and removed after 6 months of inactivity. To continue to have your account marked active, please ensure you log in periodically to your OwlMail account at https://mail.google.com/a/fau.edu using for your FAU credentials for your account to continue to be marked as active.

For more information on actions Alumni can take, please go to the What does this mean for Alumni webpage.

Faculty & Staff

You will continue to have access to Google Apps, however, a 5 GB quota will be in place and enforced on November 18, 2022.

Because students rely on Google services for their official University communications, we are asking faculty and staff to limit their use of Google and to remove as much data as possible from Google. This will help ensure that our students don’t lose access to official University communications. If you need to continue to use Google services, see the How to Prepare section for tips on how to reduce your Google storage and Alternative Storage Options.

We also have tips for Instructors managing Canvas links. See our Canvas OneDrive Integration section.

To help ease into this transition, Microsoft will be providing faculty/staff training sessions.

 

Important Dates

July 21, 2022

5 GB quotas are now being placed on new Google Workspace accounts as well as current Google accounts under 4 GB of storage. This affects all students, faculty, and staff who use any Google service such as Gmail, Drive, Photos, etc.

September 12, 2022

5 GB quotas will be imposed on all remaining Google Workspace accounts. At this time, all users should start to receive quota warning notices.

October 17, 2022

FAU will discontinue the ability to create shared drives in Google.

November 16, 2022

Newly admitted students will be using Outlook 365.

November 18, 2022

All accounts still over quota will not be able to create, edit or store new files.

Starting Fall 2022

Student email will move to Outlook 365 later this year. More information on the timeline and transition plan will be posted soon.

 

How to Prepare to Reduce Google Storage Usage

To avoid service disruption of your FAU Google Workspace (FAU Owl Apps) account, if your total Google storage exceeds 5 GB, you should review your current storage usage and delete any unnecessary files in Drive, Shared Drives, Gmail, and Photos. Complete the following steps to reduce your storage usage:

  1. Confirm your personal data usage in Google Drive Storage Settings.
  2. Review and delete large or unnecessary files from your Google Drive.
  3. Review and delete files from shared drives.
  4. Move personal files to your own storage (e.g., a personal Google account).
  5. FAU Gmail (Owl Mail) users should use Google's manage files in your Drive storage guide to search for and delete unnecessary or large emails.
  6. After the transfer is complete and you have confirmed its success in OneDrive, return to your Google Drive to remove and delete files to ensure you are under the 5 GB quota.
  7. Still need more space? Move files to any of the alternative storage options available.

 

Transfer Google Drive Data to Microsoft OneDrive

Below are three options to help you migrate your content.

Please Note: The options below only transfer files in your Google Drive located in the "My Drive" section to OneDrive. This does not include Google Photos, Sites, Forms, Slides, etc. although those do count towards your quota. If you have files in the "Shared with Me" section that you would like to transfer, you will first need to save a copy in your own Google Drive before using any of the self-migration tools. Also note that any sharing permissions will not transfer, and you will need to re-share files within OneDrive. Click to read our instructions on how to share files in OneDrive.

Mover Tool       Recommended   Recommended

*Only for current students and employees
Microsoft’s tool for exporting/importing content. View our Step by Step Guide.

Depending on the amount of data being transferred and the speed of your Internet connection, the process can take some time. Once you start the transfer, you are not required to stay signed in. The file status can be checked by selecting Migration Manager if you close the window.


Download & Upload

This is the DIY option. Download content from Google, then upload it to OneDrive. See our guide to Manually Move your files.


google takeout

Google Takeout

Google Takeout

This is Google’s tool for exporting content from your Google Account. Use the How-To Guide for Google Takeout.

 

Training

We recognize this is a big change! To ease into this transition, Microsoft will be providing training classes later this month. You can sign up for them at the links below.

 

Google Workspace vs Microsoft 365 Equivalent

Function Google Tool Microsoft Tool

Documents

Create and edit documents.

Google Docs

Docs

Word

Word

Cloud Storage

Store files in the cloud, share files, and collaborate with others.

Google Drive

Drive

OneDrive

OneDrive

Spreadsheets

Create and edit spreadsheets.

Google Sheets

Sheets

Excel

Excel

Presentations

Create and edit presentations.

Google Slides

Slides

PowerPoint

PowerPoint

Instant Messaging + Video Conferencing

Chat with classmates and teammates, collaborate on shared files, schedule virtual meetings, and host video chats.

Google Hangouts

Hangouts

Teams

Teams

Surveying

Survey others and receive feedback.

Google Forms

Forms

Forms

Forms

Note Taking

Take notes on the go.

Google Keep

Keep

OneNote

OneNote

 


 

FAQs

Where can I find more information on the Microsoft Tools?
Can I continue to use Google at FAU for storage and document collaboration

Yes! You can still use Google Apps, including Drive, Docs, Sites, Slides, Sheets, and Meet with your Google at FAU account. There will now be a 5 GB quota per account.

What happens is I go over my quota?

Your Google Workspace (FAU Owl Apps) storage is shared across Google Drive, Gmail, Google Photos, and the other Google Apps. When your account reaches its storage limit, you will not be able to create or store new files and those with Owl Mail (Gmail) will be unable to send or receive emails. This change also impacts Google’s Shared Drives.

What data gets move by the Data Transfer tools?

The Tools only help you move data in the Google Drive, which does not include Google Photos, Sites, Forms, Slides, etc.

Do I get to retain my email if I only attended but did not graduate FAU?

Previous students that did not graduate are not entitled to their FAU Owl Apps account (Gmail, Google Drive, etc.) and will permanently lose access by the end of the year. Please take action immediately to move your data to a personal account.

What do I do about my Google Shared Drives?

The mover and google takeout tools are unable to move shared drives. You can download the files and manually move using Google Drive for desktop and the OneDrive App on your desktop. If you have a very large amount of data and need help moving your data, please contact your IT support for assistance.

What will be my email address?

Your email address will remain the same FAUNetID@fau.edu.

Will I lose access to Google Workspace Apps?

No, all students/faculty/staff will still have access to the google workspace platform with the 5GB limited storage.

How will I access my Office 365 email?

You can login directly at Outlook.fau.edu or visit MyFAU and click on your email Icon.

What happens to my existing email when I opt-in or are converted to Office 365?

It will be copied over to your new Office 365 mailbox.