Google Drive: Use Filters to Search for Files with Labels

After people leave the University, their UMN email and Google Workspace accounts close. See the Leaving the University self-help guide for account closure timelines by role. After an account closes, the Google Workspace files that stored in that account that have been shared with others remain available to people with whom they are shared for 120 days; and after 180 days, the contents of closed accounts are permanently deleted. People who remain at the University may need to retain files shared with them from closed accounts. It is recommended that people regularly review files shared with them that are scheduled to be deleted. 

Table of Contents

• Key Elements of File Searching in Google Workspace
• Searching for Files Pending Deletion

Note: To bypass the instructions for searching for files that are "pending deletion" below, you can use the following links to direct you to your Google Drive with the filter for files labeled "deletion pending" already applied. (Use the link appropriate for your campus.)

• Crookston: https://z.umn.edu/filespendingdeletion-Crookston 
• Duluth: https://z.umn.edu/filespendingdeletion-Duluth
• Morris: https://z.umn.edu/filespendingdeletion-Morris 
• Rochester: https://z.umn.edu/filespendingdeletion-Rochester 
• Twin Cities: https://z.umn.edu/filespendingdeletion-TwinCities

• Using Filters for Pending Deletion Label + Shared with Me

Key Elements of File Searching in Google Workspace

• Google Drive filters help you t​​​​o find the files you have access to that are scheduled to be deleted.
• Deletion pending is the label given to all files that are scheduled to be deleted.
• A Google My Drive search will show you the files you have permission to access.

Note: Manually applying filters using labels is only available to UMN faculty, staff, departmental accounts, and official student organization accounts. Instructions to manually filter can be found below.

Searching for Files Pending Deletion

1. Navigate to Google My Drive
2. Select the Advanced Search icon  in the top search bar
3. Place your cursor in the Search labels field
4. From the All available labels list, select File Deletion Warning
   
5. In the Select a field drop down, choose File Deletion Warning
   
   • In the fields that appear, select is Deletion Pending
     
6. Select Search

Using Filters for Pending Deletion Label + Shared with Me

To view all files shared with you including files "shared with your organization" or files that are shared with "anyone on the web"

1. Follow steps 1 through 5 in the Searching for Files Pending Deletion section
2. Select Search
3. In the Shared to field enter your name or email address.

4. Select Search.​​​​​​