Technology tasks before leaving the University

A checklist to follow before you leave the University


You will lose access to all University of Auckland storage and systems, with the exception of your GMail email account ( when you leave the University. If you are leaving temporarily then you still need to follow these steps - do not assume that your files will remain.

Google Drive, Google Photos and GMail

Google Drive

You will first need to arrange and pay for another location for your files.

Move your Google files to another service

Google Photos

The easiest solution is to purchase a Google One Plan and then follow these instructions.


Your GMail address will remain unchanged and open to you when you leave the University. This is currently envisaged to be a permanent offering, but is entirely dependent on Google's service offering to the University remaining unchanged. You should add a forwarder to a personal email address using these instructions to ensure you get any future communications from the University. 

Mobile Device Backup

If you have configured Google Backup to use your University Google account you will need to change this using these instructions:


  1. Open your phone's Settings app
  2. Tap System > Backup. If these steps don't match your phone's settings, try searching your settings app for backup, or get help from your device manufacturer
  3. Tap Backup account
  4. Tap the personal Google account that you want to use for backups.


  1. Launch the Google Photos app
  2. Tap on your profile icon at the top right corner
  3. Tap your account name and select Add another account
  4. Enter your personal Google account and password
  5. Make sure that the personal Google account is selected under Backup account

Microsoft 365 (including OneDrive)

Microsoft Office (Word, Excel, Powerpoint etc.)

You will lose access to Microsoft Office 365 after you leave the University as it will be logging in to your old University account. You will notice that this has occurred as Office applications will show as "unlicensed". You will need to purchase a license from Microsoft directly to continue using these applications.

Microsoft OneDrive

You will need to copy your files from OneDrive to another service. Be aware that any files you may have shared with other people will also need to be moved and re-shared. If you have shared files with someone who is still at the University then you will need to tell them to copy the file you have shared (it can still be within OneDrive) and for them to re-share it.

Instructions: email address

If you have an email address this will be removed when you leave the University. Any contents of the mailbox will be permanently removed 60 days afterwards.

If you want to retain the contents of your mailbox:

Apple Mac mail

  1. Select the University mailbox (you will have needed to set this up beforehand)
  2. Go to Mailbox > Export Mailbox
  3. Choose a folder, or create a new folder for the destination and click Choose
  4. The mailbox will be exported in .mbox packages which can then be opened in Apple mail

Outlook (Windows and Mac)

Recovery addresses

People often forget that they may have used a University of Auckland email address as a recovery email address for other services (e.g. banking applications, other email services, 2FA, iCloud). Please make sure you change these to using a personal email address.

Email subscriptions, lists and contacts

Update any subscriptions, email lists and external contacts with a personal email address. Make sure that if you have completed a thesis or research that you notify others of your change in email address.