Google Drive: Use Filters to Search for Files with Labels

After people leave the University, their UMN Google Workspace accounts close. After account close, the Google Workspace files that have been shared with others remain available 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. 

To find files you have access to that are scheduled to be deleted, you can use Google Drive filters. All files that are scheduled to be deleted are labeled "deletion pending." A Google My Drive search will return files you have permission to access.

For your convenience, the following links will direct you to your Google Drive with the filter for files labeled "deletion pending" applied. Please use the link appropriate for your campus.

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
    Advanced search window showing the labels section and search labels field
  5. In the Select a field drop down, choose File Deletion Warning
    Advanced search window showing the file deletion warning label
    • In the fields that appear, select is Deletion Pending
      Advanced search window showing deletion pending tag
  6. Select Search

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