Leaving the University? Don't forget your data!

The following guide are general guidelines for College of Engineering faculty, staff, post-docs, and graduate students who are leaving the University of Illinois Urbana-Champaign and need to back up personal data.

The following information includes general guidelines for backing up personal data when College of Engineering faculty, staff, post-docs, and graduate students leave the University of Illinois Urbana-Champaign. It is critical that you back up your data to take with you and transfer ownership/grant access rights as necessary as it becomes significantly more difficult, if at all possible, to retrieve any data once an individual leaves the university.

Above all, please respect FERPA, HIPPA, intellectual property rights, and other privacy rules when taking files/data with you from the university.  Some data may require departmental or faculty PI permission.

File Storage

Google Apps @ Illinois

Download your data from Google Drive or use Google Takeout. Google Takeout supports Google Drive, Google Contacts, and Google Reader.

Google Drive files such as Google Doc can be transferred from one user to another within the same domain (i.e. @illinois.edu or @gmail.com). Directions to transfer ownership can be found here: https://support.google.com/drive/answer/2494892?hl=en&ref_topic=7000947

Contact info: consult@illinois.edu 

Source: Google Drive (https://answers.uillinois.edu/illinois/page.php?id=63077), Google Takeout (https://answers.uillinois.edu/illinois/page.php?id=64058), and Transfer ownership (https://answers.uillinois.edu/illinois/page.php?id=63077)

Update with Google File Stream once Google Drive is discontinued on 12/11/2017. https://answers.uillinois.edu/illinois/page.php?id=76475

U of I Box

Follow Technology Services' guide on moving your U of I Box data to personal Box account.

Contact info: consult@illinois.edu

Source: https://answers.uillinois.edu/illinois/page.php?id=53897 


Download any files you want to a non-University storage. To do so, there are a myriad of tools. 

Please see the documentation below for tools on how to copy/backup your files.

Contact info: ews@illinois.edu


Back up Exchange emails, contacts, and calendar info.

Windows Outlook

Follow Microsoft's instructions on how to 'Export or backup email,contacts, and calendar to an Outlook .pst file.'  Make sure you see ALL your mail, otherwise it may only back as much as is cached on the local client. (If you see "more on the server" at the end of your mailbox in searches, you do not have all your mail local). 

The University outlines specific steps to 'Moving Your Email to Another Service.'

If someone else needs access to some email, use the above to create a pst file then transfer the pst file to them.  You may put it in departmental shared file space or upload to box and send the person an invite to download.

Mac Mail

If you're using Mac Mail for macOS Sierra, Apple support provides instructions on 'Import or export mailboxes.'

If you need to transfer mail to someone else, please use Outlook and export to a pst file, then give the person that pst file via saving on a shared space on a file server or box.

Mac Outlook

Outlook App on Mac's instructions for exporting the mailbox is found at, 'Export items to an archive file in Outlook for Mac.'

If you need to transfer mail to someone else, please use Outlook and export to a pst file, then give the person that pst file via saving on a shared space on a file server or box.


There is currently no easy method to export email data through Outlook Web App.  Please use Outlook.

Forward UofI email to a non-UofI email service

In order to catch all emails and redirect them to another email service, two fowardings are required: One inside Outlook Web Access (OWA) and the other a change to the Electronic Directory Editor. Do BOTH of these.

Outlook Web Access (OWA)

Exchange 2010 (Retiring) - https://webmail.illinois.edu/

    Electronic Directory Editor, EDE

Amazon Web Services - AWS

Download any data that you want to keep to a non-AWS storage.

Please see the documentation below for tools on how to copy/backup your files.

If others will continue using the existing AWS account, please share access to necessary personnel. Please email engrit-help@illinois.edu if the owner of the AWS account is changing.

If no one will will continue using the existing AWS account, fill out an AWS termination form.

Contact info: aws-support@illinois.edu.

Campus Cluster

Download all the data you want to keep. Share access to the cluster to anyone who may need it in the future.

Please see the documentation below for tools on how to copy/backup your files.

Contact info: help@campuscluster.illinois.edu

Active Data Storage - ADS

Use the Data Transfer Options such as SFTP, rsync, GridFTP, or smbclinet on Linux as outlined on the User Guide.

Contact info: help+activedatastorage@ncsa.illinois.edu

Long term data file storage at Library

Download your data and follow the guidelines from the University Library.

Contact info: researchdata@library.illinois.edu

Source: https://www.library.illinois.edu/rds/save/


Space owners can use the space export feature to periodically back up some or all of their space content. There are options to export your space as XML for re-import into confluence, as HTML for static hosting on a standard webserver, or as PDF.

If you are the last space administrator for a specific Wiki page, please find other administrators to maintain the Wiki space.

Contact info: consult@illinois.edu

Source: https://wiki.illinois.edu/wiki/display/HELP/Space+Admin+FAQs



Download the media wanted. Transfer ownership as directed in the guide.

Contact info: techsvc-kaltura-help@illinois.edu

Source: https://answers.uillinois.edu/illinois/page.php?id=58490


Information forthcoming. Please add additional storage services. The intention of this document is to point users on how to download their own data and how to transfer ownership of the data to affiliated users. Include the storage service Contact info and the Source of the information

Backup Methods


If you are moving your Linux  files to another machine that is running ssh server (think - Linux, Unix, Mac) you can use the Rsync tool. Rsync allows for fast incremental file transfer via SSH. Along with rsync you can use Secure FTP or SFTP.

There are a few graphical SFTP clients listed here.


The easiest way to move Windows files is to simply copy them to an external hard drive (or a USB key if the data fits) or up to a cloud provider (Box, Dropbox, Google drive, etc).   Just drag and drop using the interface of your destination of choice.

If you need to pass files along to someone at the university, move them to a shared departmental or research group folder, put them on Box and send an invitation, or talk to Engineering IT (engrit-help@illinois.edu) for the best method.

For more automation, but requiring learning a tool, Windows Users can use tools like Robocopy to copy files from a Windows machine to another Windows machine.

If you still have questions please email engrit-help@illinois.edu

Keywords:Leaving University Data transfer email forward export   Doc ID:82056
Owner:Sandra T.Group:University of Illinois Engineering IT
Created:2018-05-03 10:57 CSTUpdated:2019-08-16 14:02 CST
Sites:University of Illinois Engineering IT
Feedback:  1   1