This document outlines various methods for backing up your data, including manually transferring specific files and folders to Google Drive, automatically backing up your entire device to Google Drive, and backing up data from your mobile device to a computer.
- Method 1: Manually Backing Up Specific Files and Folders to Google Drive (e.g., School Account to Personal Account)
- Method 2: Automatically Backing Up Your Android Device to Google Drive (Google One)
- Method 3: Manually Backing Up Your Mobile Device to a Computer
Method 1: Manually Backing Up Specific Files and Folders to Google Drive (e.g., School Account to Personal Account)
This method is ideal for transferring important documents, projects, and assignments from one Google Drive account (e.g., a school account) to another (e.g., a personal Google account).
#Note: Ensure the destination for your backup is a personal Google Account to retain access to your files long-term.
Steps to Back Up Files and Folders:
- Log in to the Source Google Drive: Your child should log in to their school Google account.
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Identify and Select Files/Folders: Locate all the important documents, projects, assignments, and folders you wish to keep.
- To select an entire folder or specific files
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Download Your Selected Data:
- Right-click on the selected items and choose "Download."
- Google Drive will compress the files into one or more .zip files, which will download to your computer's "Downloads folder” (or your default download location).
- Log in to Your Personal Google Drive: Log out of the school Google account and log in to your child's personal Google account.
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Upload Your Downloaded Files:
- Option A (Drag & Drop): Open the "Downloads folder” on your computer. Simply drag the downloaded .zip file(s) and any individual files directly into the desired folder within your personal Google Drive.
- Option B (Upload Button): In your personal Google Drive, click the "+ New" button (usually top-left), then select "File upload" or "Folder upload" and navigate to where you saved your downloaded files.
- Extract (Unzip) Files (if needed): If you downloaded folders as a .zip file, you might need to "extract" or "unzip" them on your computer first to restore the original folder structure before uploading. Google Drive may also automatically unzip them upon upload.
Recommendation for Students: We recommend organising files in your personal Google Drive to match the structure you had in your school account. This makes it easier to find everything later.
Method 2: Automatically Backing Up Your Android Device to Google Drive (Google One)
This method allows you to automatically back up your device's data, including photos, videos, and device settings, to your Google Account via Google One.
#Important Security Note: To help protect your backed-up data, use a PIN, pattern, or password screen lock instead of a swipe or Smart Lock on your device.
Steps to Set Up Automatic Backup:
- Open Device Settings: On your Android device, open the "Settings" app.
- Navigate to Backup Settings: Tap on "Google," then "All services." Under “Backup and restore,” tap "Backup."
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Initiate Google One Backup (First Time):
- If this is your first time, turn on "Backup for your device with Google One" and follow the on-screen instructions.
- Select Data to Back Up: Choose the types of data you want to back up: "Photos & videos," "Device data," or both.
- Turn Backup On/Off: Toggle "Backup by Google One" on or off as desired.
Backup Timing: Your Google One backup can take up to 24 hours to complete. Once your data is saved, “On” will be displayed below the data types you selected.
Manually Initiating a Device Backup
You can also manually trigger a backup of your device's data and settings at any time:
- Open Device Settings: On your Android device, open the "Settings" app.
- Navigate to Backup Settings: Tap on "Google," then "All services." Under “Backup and restore,” tap "Backup."
- Start Backup: Tap "Back up now."
Managing Your Backed-Up Data
- Erase After Backing Up: After you confirm your data has been backed up, you can reset your device by erasing everything on it. Learn how to reset your device to factory settings.
Method 3: Manually Backing Up Your Mobile Device to a Computer
This method allows you to transfer files directly from your iPad or Android device to your computer.
For Android Devices:
This is generally a straightforward process for transferring media (photos, videos) and documents.
- Connect Your Android Device: Connect your Android phone or tablet to your computer using a USB cable.
- Select USB Connection Mode: On your Android device, a notification will usually appear asking how you want to use the USB connection. Select "File Transfer," "MTP" (Media Transfer Protocol), or "Transfer Files." This allows your computer to access your device's storage.
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Access Device Storage:
- On Windows: Open "File Explorer" (or "This PC"). Your Android device should appear under "Devices and drives" or "Portable Devices." Double-click on it to open its internal storage.
- On Mac: You may need to install "Android File Transfer" (a free tool from Google) if you haven't already. Once installed, connect your device, and the Android File Transfer window should open automatically, displaying your device's files.
- Copy Files: Navigate through the folders on your device (e.g., "DCIM" for photos/videos, "Documents," "Downloads"). Select the files and folders you want to back up, then drag and drop them to a desired location on your computer, or right-click and choose "Copy," then "Paste" into a folder on your computer.
#Note: While media and documents are easy to transfer, contacts, SMS messages, and app data might require specific apps or backup solutions, as they are not always accessible directly through file transfer. For these, consider using Google's cloud backup (Method 2) or third-party backup software.
For iPad Devices (and iPhone):
For Apple devices, backups to a computer are typically managed through iTunes (for Windows and older macOS versions) or Finder (for macOS Catalina and later).
Using iTunes (Windows PC & macOS Mojave or earlier):
- Install/Update iTunes: Ensure you have the latest version of iTunes installed on your Windows PC. If you're on a Mac with macOS Mojave or earlier, use iTunes.
- Connect Your iPad: Connect your iPad to your computer using a USB cable.
- Open iTunes: Launch the iTunes application.
- Select Your Device: Click the device icon (looks like an iPad) near the top-left of the iTunes window.
- Go to Summary: In the sidebar, click "Summary."
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Initiate Backup: Under the "Backups" section, click "Back Up Now."
- To encrypt your backup (highly recommended for sensitive data): Select "Encrypt local backup," create a password, and click "Set Password."
- Monitor Progress: iTunes will start backing up your iPad. You can see the progress at the top of the iTunes window.
Using Finder (macOS Catalina or later):
- Connect Your iPad: Connect your iPad to your Mac using a USB cable.
- Open Finder: Open a new Finder window.
- Select Your Device: In the Finder sidebar, under "Locations," click on your iPad.
- Go to General Tab: At the top of the Finder window, click the "General" tab.
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Initiate Backup: Select "Back up all of the data on your iPad to this Mac."
- To encrypt your backup (highly recommended for sensitive data): Select "Encrypt local backup," create a password, and click "Set Password."
- Click "Back Up Now": Click this button to start the backup process.
To See Backups on Your Computer (iTunes/Finder):
- iTunes (Windows): In iTunes, go to Edit > Preferences, then click "Devices." Encrypted backups will have a lock icon.
- Finder (Mac): In Finder, with your device selected, click "Manage Backups" to see a list of your backups.
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Get Your Data Onto a New Device:
- When you add your Google Account to a new or reset phone, you will be given the option to restore previously backed-up data for that Google Account.
- Follow the on-screen steps during the setup process to restore your data.
- Your photos and videos are automatically available in Google Photos if backed up. The rest of your backed-up data can be restored during the initial setup of your new phone or after a factory reset.
#Compatibility Note: Both devices must be running the same Android version, or your new device must be running a later version of Android. If your new device is on an older Android version than your previous device, it may result in an incomplete data transfer.
- The complete restoration process can take up to 24 hours.
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Need Assistance? We understand that technology transitions can be complex. If you or your child encounter any difficulties with backing up data, please contact your IT Department or device manufacturer for support.