Information for Retirees

Retirees receive service for email and calendars based on when they retired.

• Retirement date after June 1, 2023: the university has consolidated email and calendars in Microsoft 365 (M365) for university personnel retiring after June 1, 2023. 
• Retirement date of June 1, 2023 or earlier: email accounts for retirees who completed their employment June 1, 2023, or earlier remain on the Google platform.

Details of service changes for each group are outlined below.

If you retire(d) after June 1, 2023, you receive Microsoft 365 Online services

• You have a 10 GB storage allocation to be used within Microsoft 365.
• In addition, you have Google Drive access, but no storage. While you cannot create or store any files, this access allows you to work with anyone who has shared a Google file with you. Other Google services, such as Gmail, have been discontinued for this group. As such:
  • You will need to move files in your VT Google storage to another storage platform, such as OneDrive. 
  • Any Shared Drives you manage that contain files belonging to Virginia Tech should be handed over to a department to manage. 
• Google Photos has been discontinued as of Jan. 16, 2024.
  • A copy of any content remaining in the Photos app can be downloaded using Google Takeout.

If you retired June 1, 2023 or earlier, you retain access to Google services

• You have a 10 GB storage allocation to be used within the Google Workspace environment, including Gmail and all applications except Google Photos.
• Any shared drives should be handed over to a department to manage; however, as a retiree you may retain access at the department's discretion. 
• Google Photos has been discontinued as of Jan. 16, 2024.
  • A copy of any content remaining in the Photos app can be downloaded using Google Takeout; however, the data cannot be deleted from the app.
  • Data remaining in Photos will continue to count against your storage allocation. If remaining Photos data causes your total storage to exceed 10 GB, the university may need to delete and reinstate your account with zero data and default settings to ensure compliance.
• You will not move to a Microsoft Exchange Online email account or have access to Microsoft 365 services.

Please take the following steps to ensure a smooth transition:

1. Make sure you know which services you receive as a retiree based on your retirement date, and be aware of the timeline for important dates and deadlines.
   
2. If you still had photos in the Photos app when it was turned off on Jan. 16, you can still export a copy of those photos.
   
3. Review your VT Google account storage.
   If you receive Google services: total storage must below 10 GB. Over-limit accounts will go read-only until storage is reduced. Accounts that are still over the 10 GB limit after April 2024 may need to be deleted and reinstated with zero data and default settings to ensure compliance.
   
   If you receive Microsoft services: you need to export all files from your VT Google Drive, which became read-only on Jan. 16. Access to Google services except Drive access only (no storage) ended March 15, 2024. 
   
   
4. Work with your department to discuss the transfer of any work-related files to a current employee or department shared drive.
   
5. Any Google shared drive where you have a Manager role will need to be sponsored by a department to remain active. Please contact your department to begin this process. Download copies of any files in Shared Drives that you wish to keep. More guidance on Shared Drives is available.