Help Desk

Computing & Information Services

Attention Class of 2020: Your account will close on August 12th, 2020. Please make sure to follow the below steps before that date to properly save your data!

Migrating from Your Reed User Account

Moving on From Reed — Electronically

When your Reed account is closed, your email and all files will be deleted. Read on to learn how to save your data before your account is closed.

You may be wondering what happens to your Reed computing accounts after you leave Reed. Periodically, CUS will close emails of individuals no longer affiliated with the college (recent graduates, departed faculty/staff, etc.). We will send a notification of account closure at least two weeks prior to the accounts shutting down, reminding you to retrieve any important data you may have. After the closure date, mail sent to your @reed.edu address will bounce back to the sender, and files stored in Google Docs/Drive will no longer be accessible. Here's what you need to do:

Alumni can continue to use their Kerberos username and password to gain access to the IRC and Library computers but without printing privileges. If you are working for Reed over the summer, please have your supervisor contact CUS in order to keep your account open for the duration.

Notifying Your Contacts Automatically

You should inform anyone who e-mails you that your account will be closing and that they should direct future communications elsewhere.

Gmail provides the ability to set up a vacation filter that can be used to inform your contacts of your account closure and how they may e-mail you in the future. See this setup page for detailed instructions for setting this up.

Set Up Email Forwarding

Temporary Email forwarding

Before your email account is closed, you can temporarily set up email forwarding to an alternative account in order to maintain important contacts. Please keep in mind that once your Reed email account is closed, this forwarding will no longer work!

Please follow the instructions below if you want your Reed email forwarded to another address:

  1. Log in to IRIS: https://iris.reed.edu/email_prefs/update/delivery.
  2. Enter the desired address in the white box below where it says  Deliver my email to another account.
  3. Click the Update delivery preference button.

@alumni.reed.edu forwarding address

Reed also offers graduated seniors an @alumni.reed.edu address which forwards messages to an email address of your choosing. The @alumni.reed.edu is not an email account, it just forwards messages to wherever you choose.

Graduated seniors are able to set up an alumni.reed.edu account by logging into IRIS. A link called Senior Email Forwarding or Alumni Email Forwarding will appear and allow you to set your @alumni.reed.edu address, as well as the address to which your e-mail will be forwarded. Submissions must be approved manually by alumni office staff; please allow some time for changes to be processed.

Back-Up Email and Drive With a Personal Account

Google Transfer

Google Transfer allows you to copy your email and google drive files to your personal account. If you used your Reed account for other Google applications, such as calendars, maps, and others, and want to download that data as an archive you can use Google Takeout.

To use Google Transfer:

  1. First, enter your personal email address under 'Destination Account' and click send code. This will send a confirmation email to your personal account which will take you to a page with a confirmation code.
  2. Copy and paste that code into the 'Verify Destination Account' field.
  3. You should now have the option to transfer either your Google Drive files, your email contents, or both to your personal account. Click 'Start Transfer' to begin the process.
What Will be Transferred:
  • Files in Folders in Google Drive that are OWNED by you.
  • Shared files that have been "Added to Drive" will be copied but the new file will NOT be shared with collaborators.
What will NOT Transfer:
  • Images stored under "Google Photos".
  • “Shared with Me” Files that have NOT been "Added To Drive."
  • Google Sites, Google Forms, MyMaps, or other third-party content in Drive.

Google Takeout

Google Takeout can be used to make a hard backup of Gmail, Google Drive, and most other Google Content. Depending on the amount of data in your account, it may take up to a week for your archive to be created and sent to you.

  1. On the first screen, you can select the applications you wish to back up. By default, everything is selected. You can select the specific apps you wish to backup as well as change the backup format and specify what content from each application you wish to archive. Screen-Shot-2019-03-08-at-11.48.14-AM.png
  2. Click 'Next Step' and choose your preferred delivery method, frequency of backup, file type, and file size. The archive will then be created when you select 'Create Export'.

How to Back Up/Export Google Drive without using Google Takeout

To export an individual document from Google Drive:
  1. Open your Google Doc or Spreadsheet, click the  File menu; scroll down and highlight  Download As
  2. You'll see options to save common formats such as Word or Excel, PDF, or even OpenOffice. Once you've made your desired format, your browser will prompt you to save the file to your computer. 
To save all your documents at once:
  1. Go to your Google Drive
  2. Select the first file you wish to save
  3. Hold down Command (for Apple machines) or Control (for Windows machines) and keep holding it down while you click on each file you wish to save.
  4. Choose  Download from the drop-down menu at the top right corner, labeled with three dots.  Screen-Shot-2019-03-12-at-1.14.55-PM.png
  5. These files will then be downloaded as a zip file onto your computer.

Transferring Google Doc Ownership

Follow the instructions here to transfer ownership of a Google Doc to another user. Note that this method only allows you to transfer ownership to another Reed member.

Exporting Google Calendar Events

Here's how to export (or save for backup) any calendar.  You can also sync Apple Calendar with Google Calendar, which keeps a copy of your calendar on your computer's hard drive.

Back up your Reed Email Account With an Email Client

Apple Mail

To back up your email messages in Apple Mail, go to the Mailbox menu and choose New Mailbox. For each folder, select all messages ( Edit > Select All) within the folder, right (control)-click them, and move them to the folder you just made. Make sure the new folder is in the "On My Mac" portion of folders.

 
apple mail image

Note: Because these messages are now on your personal machine, Reed will no longer back them up for you. We recommend that you back them up on your own.

To back up your mail, go to the Finder, use the Go menu > Go to folder, and type ~/Library/. Copy (drag) the Mail folder to an external hard drive.

Microsoft Outlook. 

 

To back-up your Reed Email using Microsoft Outlook, first, select "Add Account" New Account-Outlook

After selecting "Add Account", select "Other E-Mail"

Other Email - Outlook

Selecting this should bring up a small window asking for your Email and Password. This window should expand, and needs to be filled out as it is in this screenshot, replacing your @reed.edu email in the fields for Username and Email, and using your Kerberos password. 

Outlook setup

 

Finally, logon to your Reed google account and go to their " Less Secure Apps" security section and make sure it is turned "On"

Screen-Shot-2019-03-06-at-2.26.59-PM.png

 

After this step, your @reed.edu emails should start populating your Microsoft Outlook inbox. 

Thunderbird

An e-mail client such as Thunderbird can be used to save all your e-mail to your own computer. To do this, set up Thunderbird to retrieve e-mail from your Reed account using the instructions in the image below.

thunderbird.png

Create a new folder under Local Folders.

Folders

You will then be able to drag and drop single e-mails, entire folders, and even your entire Inbox from your Reed Gmail account, into your new folder, thus moving each message, complete with attachments, to your computer.

Folders
Note: The messages are moved, not copied. Because they are now on your personal machine, Reed will no longer back them up for you. We recommend that you back them up on your own.

If you want to back up your Thunderbird mail, it lives in the two directories called ImapMail and Mail. On OS X, these can be found in ~/Library/Thunderbird. On Windows, you can find them by searching for the following folder: %appdata%/Thunderbird/Profiles. Then navigate to the ********.default folder (the *s represent a unique random alphanumeric combination specific to the user account). By backing up these folders in a secure location, you ensure that you can restore your saved e-mail even on a completely different computer.

Exporting Your Reed Address Book

Address books maintained through the Google interface can be easily exported. To do so, log into your Reed Gmail and click on the nine dots in the top right corner to open the google apps tab. Go to Google Contacts. Then, select your desired contacts, and click Export on the left sidebar choosing your format. Your contacts can then be imported into a mail client.

 

Mailing Lists (Google Groups)

As part of losing your Reed e-mail account, you'll also lose access to our mailing list system ( Google Groups). Before your account's closure, be courteous and reassign ownership/managerial permissions to a successor Reed community member!

Zotero

If you signed into Zotero with your @reed.edu address, make sure you update your Zotero account to use a personal email address. Additionally, graduates will no longer have unlimited storage through Reed's license--you will either need to buy your own subscription or be restricted to Zotero's free storage plan. When moving from Zotero with Unlimited storage to the free 300 MB storage limit after leaving Reed, there is no guarantee on how files will transfer, but you will receive a sync error warning if you are over your storage limit. To make sure you maintain access to your files, download all file attachments “at sync time” in your Zotero sync preferences, then make sure the sync completes successfully. This ensures that all synced files are available on your local computer. Zotero will never delete files from a user’s computer because of online storage limitations.  If you need help, please contact Reed Library's  Ask a Librarian service. 

Learn more about storage options on Zotero's website.

Reed Two-step (Duo)

Two-step (Duo) will not be required for graduates. You will not be prompted with the Duo screen when accessing IRIS. If you were granted an hardware token during your time at Reed, you can either return the token to CUS, or keep it as a souvenir.

Alumni Access to Reed Services

As a Reed Alumnus, you will retain access to IRIS (and the Alumni Directory), will still be able to login to IRC and Library computers, will have an @alumni.reed.edu email address that forwards to the email account of your choice, and will be able to register on the Reed network as an Alumnus.  Your access to Handshake will also remain unchanged after graduation. If you have included a preferred email address in IRIS to replace your @reed.edu  address, we will automatically update this information in Handshake after graduation. All of these services will be accessible by way of your Kerberos username and password. If you have any questions, don't hesitate to call CUS at (503) 777-7525.