Carnegie Mellon University

Save Shared Files Pending Deletion 

If someone no longer affiliated with the university has shared files with you, you could lose access to those files when that individual’s account is deleted. Create a copy, download, move, or transfer ownership of the files you hope to save to avoid losing access.

How will I know if I have access to files pending deletion?

  • You will receive an email from Computing Services.
  • You will see a Pending Deletion label when you open an impacted file. 

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Need Help?

If you are unable to copy or move your files, have a large number of files to move, or have questions, please contact the Computing Services Help Center at it-help@cmu.edu or 412-268-4357 (HELP).

Search for Files Pending Deletion

Follow the steps below to search for files shared with you that are pending deletion.

  1. Click our direct search link to view a list of files shared with you that are pending deletion.
  2. Log in using your Andrew userID and password and authenticate with DUO if prompted.

If you do not see any files or prefer to search manually:

  1. Visit drive.google.com/drive/my-drive.
  2. Click Search in Drive and then click the Advanced search icon (right).
  3. Click the Location field and select Shared with Me.
  4. Click the Search Labels field and select Needs Your Attention.
  5. Click Search.

Note: If you aren't prompted to log in, verify that you are already logged in to your CMU account and not a personal Google account.

 

Take Action on Files Pending Deletion

If you identified files or folders you would like to keep after searching, use the following guidance to copy, download, move, or transfer ownership of them. If you are one of multiple collaborators on a file or folder, work with your colleagues to decide on a new location.

Copy or Download Files or Folders

Best For:

  • Those with Viewer, Commentor, or Editor access who want to retain copies of the files or folders.
  • Cases where the link to the file(s) or folder(s) can change.
  1. Search for files pending deletion.
  2. To find the most recent files, click the arrow near the Last modified column header.
  3. Select the item(s) you would like to download.
    1. To select one file or folder, click the item.
    2. To select multiple files or folders, hold the Shift key and click the items.
  4. Right-click on the selected item(s), and then click Make a copy or Download.
  5. Visit your My Drive to access recent copies or your local hard drive to access recent downloads.

Move Files or Folders to a Shared Drive

Best For:

  • Those with Editor access who want to move files or folders.
  • Cases where the link to the file(s) or folder(s) cannot change.
  1. Search for files pending deletion.
  2. To find the most recent files, click the arrow near the Last modified column header.
  3. Select the item(s) you would like to download.
    1. To select one file or folder, click the item.
    2. To select multiple files or folders, hold the Shift key and click the items.
  4. Right-click on the selected files, and then click Organize and then Move.
  5. Browse for the shared drive you want to move your content to.
  6. Click Move.

Transfer Ownership of Files or Folders to a Shared Drive

Best For:

  • Anyone who wants to move files or folders, regardless of their permissions.
  • Cases where the link to the file(s) or folder(s) cannot change.

To transfer ownership of files to a shared drive, please contact the Computing Services Help Center at it-help@cmu.edu or 412-268-4357 (HELP).

Depending on your file permissions, we may need to request permission to move the content from the Human Resources Division and the Information Security Office. Once received, we will move the content to your specified location.

Frequently Asked Questions

We understand large quantities of files may be shared with you. If you need help transferring ownership of this content to a shared drive, please contact the Computing Services Help Center at it-help@cmu.edu or 412-268-4357 (HELP). We will work with you to move this data.

If you do not see a list of files, try the following:

  • Check to make sure you're logged in to your CMU Google account and not a personal Google account.
  • Try using the Advanced Search instructions if you haven't already.

If you still do not see files, please contact the  Computing Services Help Center at it-help@cmu.edu or 412-268-4357 (HELP).

If you experience issues copying in bulk, copy files in smaller groups over several days. If a file is larger than 750 GB, download it first and then re-upload it to My Drive. Google will not allow you to copy it directly in Drive.

If you cannot move your content, please contact the Computing Services Help Center at it-help@cmu.edu or 412-268-4357 (HELP).