Managing Your Digital Files and Information When You Leave U-M

If you are leaving the university, you will lose access to some or all of your computing services depending on your university affiliation(s). See Leaving U-M for details.

See UHR Procedure: 201.40 Termination of Employment for a link to download the most recent version of the U-M Termination Checklist. The checklist includes items about transfer of shared files and MCommunity groups. Michigan Medicine employees should follow Michigan Medicine procedures.

If you will lose access to U-M computing services, here is information to help you transition files, messages, and other digital data that you want to keep. You may want to delete those things you no longer need. Address

As long as you have a profile in the MCommunity Directory, your email address will continue to work. If you no longer use a U-M email service, you can have your email forwarded to another address(es).

Adobe Creative Cloud

You will lose access to Creative Cloud. If you would like to continue using Adobe CC after your departure, Adobe has several options available for purchase.


Adobe has created a process for you to migrate your content to a free account so that you can keep all of your work. If you want to continue creating new content, you will need to maintain a personal subscription, but you can retain access to the work you have already created by visiting

Faculty & Staff

  1. If you don’t already have a personal Creative Cloud account, start a free trial or buy a plan
  2. Follow the instructions on the Manual Asset Transfer page. This document was written for those transferring assets from a personal account to an enterprise account (the opposite of your situation), so where it says “Adobe ID”, you’ll use your enterprise account, and vice versa.
U-M Google Apps

You will continue to have access to your U-M Google Apps account as long as you have a university affiliation listed in your profile in the MCommunity Directory.

If you are no longer affiliated with U-M, you will lose access to U-M Google Apps. You will receive an email notice 30 days before your access will end. Export, save, or forward messages, documents, and other data that you wish to keep from your U-M Google Apps account.

If you own Google Docs that are needed for the work of the university, transfer ownership of them, and of any other such information stored in a U-M Google App, to a shared U-M account or a colleague so the information will remain accessible after you leave. For instructions, see Shared Accounts in U-M Box and U-M Google.

U-M Box

You will lose access to U-M Box. Download any personal files you would like to keep or move them into a personal Box account

If you own files in U-M Box that are needed for the work of the university, transfer ownership of them, and of any other such information stored in U-M Box, to a shared U-M account or a colleague so the information will remain accessible after you leave. For instructions, see Shared Accounts in U-M Box and U-M Google.

For more information, see Box: Accounts for People Who Leave U-M.

U-M Office 365

You will lose access to U-M Office 365. ITS recommends transitioning your files from OneDrive to Google Drive. U-M Google accounts are available to all active faculty, staff, students, retirees, and alumni on the U-M Ann Arbor, Dearborn, and Flint campuses.

For more information, see Office 365 Accounts for People Who Leave U-M.

Your AFS Space

If you have files in your AFS space that you want to keep, please download copies to your computer. There are several ways to download your files.

  • You can download your files from AFS using MFile over the web.

  • If you use a Windows computer and have a lot of files and folders to download, you may find it easier to use the file transfer software WinSCP.

  • Another option is to use a computer at a Campus Computing Site. These computers are set up such that they display your AFS home directory as an icon on the desktop. You can put a blank CD into the sites computer, then drag the icon of your home directory to the icon for the CD to burn your files to the CD. If you have a lot of files, you may need more than one CD.

If you have a website. If you have a personal website for which the pages are stored in AFS, please be aware that your website will no longer be published when your AFS directory is removed from the system. If you want to keep your site, you will need to arrange for a new web host and transfer your files. If you will maintain your U-M Google account, you can use Google Sites.

Your Directory Groups

Delete Obsolete Groups to Reduce Spam

If you own groups in the MCommunity Directory that are no longer needed, please delete them before you leave. If you don't, the unfortunate members of those groups are likely to continue to receive spam through them.

Transfer Ownership for Groups that Are Needed by Others

If a group you own is needed by people at U-M, please make someone who is still at the university is an owner of that group. Do this by making changes to your group so as to add the new owner(s) and remove yourself as owner.

Request Membership in Groups You Want to Stay in

Even if you no longer have a uniqname, you can be a member of MCommunity groups that are not work-related. Contact the group's owners and ask that you be added as a member using your external email address.

Group Websites

If you maintain a website for a student organization, a university program, or anything else associated with the university that must continue after you leave U-M, please assign the appropriate AFS permissions for the new people who will maintain the website.

Visit​ Managing Access to AFS Group Directories for Websites for instructions.