Trinity School Migration

Consolidating our
Google Workspace

Trinity School is moving to the centralized Trust Google tenant. Follow the schedule, check your new credentials, and review key operational changes below.

📁
Important Clarification: Personal User Drives

Your N: Drive (My Documents, Desktop, Downloads) Is Not Moving

There has been understandable confusion around this: your N: drive is NOT being migrated as part of this project. Everything stored in your personal profile folders—including your Documents, Desktop, and Downloads—will remain completely intact, accessible, and exactly where it is today.

🗓️ Planned for Later in the Academic Year:

A dedicated, separate project is scheduled for later this academic year to assist staff with transitioning N: drive files into individual Google My Drive storage. You do not need to do anything with your N: drive files right now.

📅

Trinity Migration Timeline

Confirmed roadmap and key cutover dates for staff and pupils.

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1

Logins Distributed

Login details for your new account arrive in your current @trinity.bexley.sch.uk inbox. Log in to test access, but please do not start using it yet. Form tutors will distribute pupil logins.

2

Go-Live Cutover Morning

  • Inbound Email: All mail sent to @trinity.bexley.sch.uk arrives in your new Gmail.
  • Shared Drives Retired: Network Q: and L: departmental drives will no longer be accessible.
  • N: Drive Stays: Your personal N: Drive remains untouched and accessible.
  • Personal Google Drives: Existing individual cloud Google Drives transfer to your new account.
  • Classrooms: New Google Classrooms go live, ready for teachers to re-add materials and assignments.
3

Email & Calendar Migration

All past emails and calendar events from your @trinity.bexley.sch.uk mailbox automatically transfer over to Gmail. Old @apps mailbox data is not moved automatically.

4

On-Site Setup & Hypercare

First day back after half term. Sarah and Jamie alongside Central IT will be available across the school to help you log in, configure devices, and answer questions.

1. Pre-Migration

To be reviewed and completed before Thursday 22nd October.

⚠️

Action Required: Current @apps.trinity.bexley.sch.uk Accounts

Emails in your current @apps.trinity.bexley.sch.uk Gmail account will not move automatically. If there are any emails or documents in that account you need to keep, please forward or send them to your @trinity.bexley.sch.uk address immediately.

💾

N: Drive / Personal Files

Your personal N: drive is safe and will remain accessible. No action required right now.

🛡️

Data ROT Cleanup

Review shared drives to ensure redundant and obsolete files are excluded.

⭐
Essential Profile Setup

Transferring Bookmarks & Passwords to your New Profile

Move your personal Chrome data from @apps.trinity.bexley.sch.uk to @trinity.trinitastmat.org.

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Chrome settings and bookmarks do not sync automatically between domains. Follow these steps to move your bookmarks and saved passwords from your old @apps.trinity.bexley.sch.uk profile to your new @trinity.trinitastmat.org profile.
1

Part 1: Moving Your Bookmarks

Step A: Export from @apps profile

  1. Open Google Chrome signed in with your old @apps.trinity.bexley.sch.uk profile.
  2. Press Ctrl + Shift + O on Windows (Cmd + Option + B on Mac) to open the Bookmark Manager.
  3. In the top-right corner of the Bookmark Manager page, click the three vertical dots (⋮) next to the search bar.
  4. Click Export bookmarks.
  5. Save the .html file somewhere convenient (such as your Desktop or Downloads folder).

Step B: Import into @trinity.trinitastmat.org

  1. Switch to your new profile by clicking your Chrome profile icon in the top-right corner and choosing your @trinity.trinitastmat.org account.
  2. Open Bookmark Manager again (Ctrl + Shift + O).
  3. Click the three vertical dots (⋮) in the top-right of the Bookmark Manager page.
  4. Click Import bookmarks.
  5. Select the .html file you just saved.
  6. Your bookmarks will appear in an Imported folder on your Bookmarks Bar, which you can drag out and organize.
2

Part 2: Moving Your Saved Passwords

Workstation Authentication Prompt: When exporting or importing passwords, Windows or macOS will ask for credentials. This is not your Google password; it requires the PIN, password, or fingerprint you use to unlock your physical laptop or PC.

Step A: Export from @apps profile

  1. In Chrome under your old @apps.trinity.bexley.sch.uk profile, click the three vertical dots (⋮) in the top-right corner.
  2. Select Google Password Manager (or go to Settings → Autofill and passwords → Google Password Manager).
  3. In the left sidebar, click Settings.
  4. Under Export passwords, click the Export file button.
  5. Enter your computer login password or PIN when prompted by the operating system.
  6. Save the .csv file to your computer.

Step B: Import into @trinity.trinitastmat.org

  1. Switch to your new @trinity.trinitastmat.org Chrome profile.
  2. Open Google Password Manager and click Settings on the left.
  3. Under Import passwords, click Select file.
  4. Select the exported .csv file.
  5. Authenticate with your computer login password/PIN if prompted.
  6. Confirm your credentials have loaded into the list.
🔒 Crucial Security Cleanup: Delete the Export Files

The exported .csv file contains all your usernames and passwords stored in unencrypted plain text. Anyone with access to that file can read your accounts.

As soon as you verify your logins are working in your new profile, permanently delete the .csv password file and .html bookmark file, then empty your Recycle Bin or Trash.

🗑️

Data ROT Week Guide

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Redundant: Duplicate copies.
Obsolete: Outdated curriculum/logs.
Trivial: Non-school personal files.
The Golden Rule: Identify ROT data and move it to the 00 - DO_NOT_MIGRATE folder on your shared drive prior to cutover.
📂

Unsynced Local Laptop Files

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If you have standalone files saved strictly to the physical C: drive of a laptop or Surface Pro (outside of your network profile/N: drive):

1. Sign in to drive.google.com with your new account credentials.

2. Create a dedicated folder named "Computer Backup".

3. Drag those standalone local files directly into the browser window.

Reminder: Your standard N: Drive (My Documents, Desktop) remains safe on the school network and does not need to be dragged or backed up today.

2. Post-Migration

Live from Thursday 22nd October onwards.

🔑

External Logins & School Portals

Specific instructions for CPOMS, 4Matrix, Team SOS, and personal discounts.

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CPOMS, 4Matrix, etc.

Continue using your current @trinity.bexley.sch.uk address. The IT Team will gradually update these between November and Christmas, with advance notice before any changes occur.

Team SOS & @apps Tools

These will automatically transfer over to your new Gmail account. Use your new account credentials to log in going forward.

Discounts & Personal Services

If you used a school email for personal services (e.g. Blue Light Card), you must update your email on those sites yourself. The school cannot manage these accounts.

✉️ Emails, Classrooms & Mailboxes

📚

Google Classroom Setup

Actions required by teaching staff on Thursday 22nd October.

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As of Thursday morning, October 22nd, brand-new Google Classrooms will be set up and ready, pre-populated with all teachers and enrolled pupils.

Teacher Action Required: Teachers will need to re-upload any teaching materials and re-create assignments into these new classrooms. Class rosters will already be configured.
📧

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. Think of them as tags or post-it notes rather than physical folders. An email can have multiple labels at once without duplicating storage.

Locating Migrated Data

Your migrated Outlook folder structure will appear as labels in the left sidebar once the half-term sync completes.

Video Walkthrough: Gmail Labels

📥

Shared Mailboxes Guide

Accessing office, departmental, and team accounts (e.g. Admin, Finance, Year Teams).

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Ready Automatically: Access is managed centrally via Google Groups. You do not need to accept invitations or click confirmation links—your permissions are activated automatically.

1. Opening the Shared Inbox

  1. Open Gmail on your web browser.
  2. Click your Profile Picture / Initial icon in the top-right corner.
  3. Under your account details, locate the Delegated Accounts list.
  4. Click the shared mailbox (e.g. Trinity Admin) to open it in a clean new browser tab.

2. Sending & Replying

When you reply to emails from within the delegated tab, messages will automatically send on behalf of the shared address.

💡 Pro Tip: When composing a new message, click the "From" dropdown arrow to select whether to send from your personal name or the shared departmental address.
📱 Mobile Note: Delegated shared mailboxes are designed for desktop browsers. To check shared team mail on mobile, sign into Gmail via your mobile browser or check group delivery emails.
📱

Mobile Setup Guide

Configure your new account on your smartphone.

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We recommend downloading the Official Gmail App from the App Store or Google Play Store, as native phone mail apps frequently mishandle labels.

📱 Log in using your newly issued credentials and follow the standard device prompts.

📁 Files, Drives (Q:, L: & N:) & Scanning

📂

Drive Changes Summary (Q:, L:, & N: Drives)

Understand what is retiring now versus what stays intact.

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Q: and L: Drives (Retiring Now)

Shared network drives (Q: & L:) are retired on Thursday 22nd October. Team and curriculum materials are now found in Google Shared Drives (e.g., TRIN-Admin, Departmental Drives).

N: Drive (Staying Intact)

Your personal user network profile (My Documents, Desktop, Downloads) will not change. Content remains right where it is. A migration to Google My Drive will happen in a later project.

Drive / Storage What is Happening? Action Needed?
Q: & L: Drives Permanently retired 22nd Oct; replaced by Google Shared Drives. None (Moved by IT)
N: Drive (Profile) Not moving now. Remains fully accessible. Migration planned later this academic year. No action needed
Personal Google Drive Transferred to your new school account on 22nd Oct morning. None (Automatic)
🖨️

Scanning & Photocopiers (PaperCut)

Information on scanning workflows during and after the Google move.

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No Changes to Scanning: Because scanning and printing are managed centrally via PaperCut, your daily workflow at the photocopiers remains identical. You do not need to learn a new scanning procedure.

🪪 At the Copier

  • Badge in or log into the device with your existing credentials as normal.
  • Select Scan to My Email.
  • PaperCut routes the scan straight through to your inbox automatically.

📥 Receiving & Filing Scans

Scans will arrive as PDF attachments in your new Gmail Inbox.

💡 Filing Tip: Hover over any PDF attachment in Gmail and click the Add to Drive icon to file it straight into your personal Drive or a Shared Drive in one click.

🎓 Professional Development

✨

Google Educator Training & AI

Free certification pathways for teaching and support staff.

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Access self-paced pathways to master Google Workspace tools, collaborative Docs/Sheets/Slides workflows, and classroom productivity features.

Google for Education Learning Center

Self-paced modules and certification resources.

Access Courses

Frequently Asked Questions

Trinity School cutover details and common queries.

Email & Inboxes

When do incoming emails switch to Gmail? ▼
As of Thursday morning, 22nd October, all incoming messages sent to your @trinity.bexley.sch.uk address will arrive directly in your new Gmail inbox.
When will my historical emails and calendar appear? ▼
Over half term, IT will run the backend sync to copy all previous emails and calendar appointments from your @trinity.bexley.sch.uk account into your new Google inbox.
Will my old @apps.trinity.bexley.sch.uk emails move automatically? ▼
No. Emails in your @apps account will not move automatically. Please forward any important emails or documents from that account to your main @trinity.bexley.sch.uk address prior to cutover.
How do I access a shared mailbox (like the Admin or Office inbox)? ▼

No invitation or confirmation email is required. Your access is managed via Google Groups and applied automatically by Central IT.

Simply click your Profile Picture / Initial in the top-right corner of Gmail on your computer. Any shared mailboxes you have access to will be listed there—click the one you need, and it will open in a separate tab.

Drives, Storage & Scanning

Is my N: Drive (My Documents, Desktop, Downloads) moving? ▼

No, your N: drive is not moving during this cutover.

All content inside your personal folders (My Documents, Desktop, Downloads) will stay right where it is and remain completely accessible when you log in. There will be a separate, dedicated project planned later in the academic year to assist with transitioning these personal files into your Google My Drive.

Where have the Q: and L: network drives gone? ▼
On Thursday morning, 22nd October, the departmental Q: and L: network drives will be permanently retired. Shared curriculum and administrative files are now organized within Google Shared Drives in your Google Drive interface.
What do teachers need to do about Google Classrooms? ▼
New Google Classrooms will be ready for Thursday 22nd October with teacher and pupil rosters already attached. Teachers will simply need to re-upload teaching materials and set up any active assignments in the new classrooms.
Is the way I scan documents changing? ▼
No. Photocopiers and multi-function printers are managed through PaperCut, so you will continue to tap your badge and select "Scan to My Email" exactly as you do today. The only difference is that scans will now arrive in your new Gmail inbox.

Logins & External Services

How do I log into CPOMS, 4Matrix, and other school systems? ▼
Continue using your current @trinity.bexley.sch.uk email to log into CPOMS and 4Matrix. IT will update these to your new Google email gradually between November and Christmas, and will notify you beforehand.
How do I log into Team SOS? ▼
Logins configured under @apps (such as Team SOS) will automatically shift to your new Gmail account, so use your new Google login to sign into Team SOS going forward.
What if I used my school email for personal discounts? ▼
If you registered for personal discounts (e.g., Blue Light Card, retail perks) with either school address, you must update your email on those provider websites directly. The school cannot update external personal services on your behalf.