Trinitas Academy Trust - Google Migration Hub

1. Pre-Migration

To be completed before your school's cutover date.

💻

Local Computer Files

Files stored locally on your desktop, laptop, or Surface Pro.

☁️

Personal Google Drive

Any files you currently store in your individual OLD school Google account.

🗑️

Data ROT Week Guide

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Redundant: Duplicates.

Obsolete: Outdated info.

Trivial: Non-work files.

The Golden Rule: Identify ROT data and move it to the 00 - DO_NOT_MIGRATE folder on your current server drive.

📂

Moving Local Files Guide

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1. Sign in to drive.google.com with your new account ending in @trinitasat.org.

2. Create a folder named "Computer Backup".

3. Highlight your local files in File Explorer and drag them directly into the Google Drive browser window.

☁️

Google Takeout Guide

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1. Sign in to your OLD school Google account at takeout.google.com/transfer.

2. Enter your new @trinitasat.org email and verify the code sent to your new inbox.

3. Crucial: DESELECT Gmail. Only transfer "Google Drive" files.

2. Post-Migration

Essential setup once you are logged into your new @trinitasat.org account.

✉️ Emails & Mobile

📧

Using Gmail for the First Time

Understanding the difference between Folders and Labels.

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The "Post-it Note" Concept

Gmail uses Labels. An email can have multiple labels at once without creating copies.

Locating Migrated Data

Your old folder structures appear as labels in the sidebar. Subfolders look like "Folder/Subfolder".

Feature	Old Folders	Google Labels
Location	One folder only.	Multiple tags allowed.
Organization	Hidden when moved.	"Archive" hides but keeps mail safe.

🧹 Tip: Create a new label and tag old mail to simplify your sidebar.

📥

Shared Mailboxes Guide

Accessing office and departmental accounts.

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Accepting Delegation

Check your inbox for a delegation invitation and click the link to confirm your access.

Switching Accounts

Click your Profile Picture (top right) in Gmail. Select the shared account from the list.

📧 Send As: IT handles permissions so you can send professional mail from shared addresses.

📱

Mobile Setup Guide

Configure your Trust account on your phone.

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Official Gmail App

Download the Official Gmail App. Other apps often fail to display labels correctly.

Adding Accounts

📱 Ensure you use your standard network password to sign in.

📁 Files & Folders

📂

Using Google Shared Drives

Accessing collaborative school data in the cloud.

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Collaborative Hub

Shared Drives have replaced legacy K: and S: drives.

Permanent Ownership

The Trust owns the data. Files stay even if staff members leave.

🔍 Tip: Search at the top of Drive to find any resource in seconds.

🏢

Personal vs. Collaborative Storage

Intended behaviors for My Drive and Shared Drives.

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My Drive

Your professional workspace for individual drafts and private logs.

Shared Drives

The primary home for departmental resources and planning.

Context	My Drive	Shared Drives
Ownership	Individual.	The Trust.
Purpose	Personal Work.	Team Resources.

Frequently Asked Questions

Where is the K: Drive?▼

It is now a Shared Drive in Google Drive.

Will my email address change?▼

Yes. All staff move to firstinitialsurname@school.trinitasat.org.

For example, Joe Bloggs based at Trinity would be jbloggs@trinity.trinitasat.org

Can I use Microsoft Word?▼

Yes, but we encourage Google Docs. You can edit Word files directly in Drive.