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Google Workspace Optimization Project

Preparing for the next era of Google Workspace

To learn more about upcoming changes, refer to the University IT news article Transitioning to a Sustainable Google Workspace.

Overview

Google will no longer provide higher education institutions with unlimited, free storage. To adapt to this change, the university is introducing new policies to optimize our storage solutions.

The Google Workspace Optimization Project is a multi-year initiative to prepare the university for a sustainable, "next-era" Google Workspace. The project team continues to gather input from IT leaders, campus advisory groups, high-storage users, and other stakeholders to identify potential solutions to support our transition to a service that's no longer free.

Rest assured, Google Workspace will remain a preferred collaboration tool  and you’ll continue to have access to My Drive; shared drives; Google Docs, Sheets, and Slides; and all the other Google services you currently use.

What to know about upcoming changes

While most of us can keep using the free base Google Workspace service without changes, some will need to act due to these updates:

  • Starting Sept. 1, 2024, a 50 Gigabyte (GB) storage limit will apply to My Drive and each shared drive.
  • A grace period until Sept. 1, 2025, will be granted automatically for drives storing 50-500 GB.
  • You can purchase additional Google Workspace storage through the university.
  • Drives exceeding the limit (500 GB starting Sept. 1, 2024; 50 GB starting Sept. 1, 2025) will be “read-only” until storage is reduced or more bought. During this period, you and your colleagues can access and download data but won’t be able to add content. 
  • Here's an overview of the storage changes:
  • Until Aug. 31, 2024
     
    Free, unlimited storage in Google Workspace
  • Starting Sept. 1, 2024
     
    500 GB storage limit applied
  • Starting Sept. 1, 2025
     
    50 GB storage limit applied

What you need to do to prepare

Here's how to know if the storage limit will impact you and what actions you'll need to take. 

Check your My Drive storage use

Explore your My Drive storage use and consider that:

  • If your storage use is under 50 GB, there's no action to take.
  • If your storage use is more than 500 GB, plan to take action by Sept. 1, 2024.
  • If your storage use is between 50 and 500 GB, plan to take acton by Sept. 1, 2025.

View your My Drive usage

Check your shared drives' storage use

Explore your shared drive storage use and consider that:

  • For shared drives under 50 GB, there's no action to take.
  • If your storage use is more than 500 GB, plan to take action by Sept. 1, 2024.
  • If your storage use is between 50 and 500 GB, plan to take acton by Sept. 1, 2025.

View your shared drive usage

If you're over the storage limit ...

If your storage use in My Drive or a shared drive you manage is over 490 GB, you should have received an email with information about next steps and support.

Visit the Storage Management Guide

Review and clean up your data

 Even if you're not exceeding the storage limit, you're encouraged to explore what's contributing to your usage and clean up your data.

Clean up your Google Drive

Use these tips to find large, redundant, or unused files you may no longer need.

De-clutter your drive

Organize and manage shared drives

There are a few ways to clean up shared drives you manage to reduce storage and increase efficiency.

Tidy-up your shared droive

Meet the teams or get support

Know the people who are involved in this project and submit a form if you have feedback, need help, or would like to request a consultation. 


Core project team

  • Armand Capote
  • Brad Immanuel
  • Dani Aivazian
  • Doug Chalmers
  • Folatunde Orenuga
  • Jan Morrill
  • Joshua Barnett
  • Lily Lee
  • Molly Sharp
  • Nan McKenna
  • Nelia Lanets
  • Sam Steinhardt
  • Shriram Krishnan
  • Sriram Krovvidi
  • Tom Cramer


Campus Partners

  • Aaron Cole
  • Bao Tran
  • Brian Favat
  • Britta Buehnemann
  • Cheryl Lock
  • Chris Rose
  • David Gregory
  • David Jeng
  • Deni Wicklund
  • Diane Lopez
  • Edward Andrew Rocha
  • Elisha Sullivan
  • Eric Liu
  • Eva Szabadi
  • Hope Johnson
  • James Shinbashi
  • Jamie Martinez
  • Jan Morrill
  • Jeremy Fife
  • Lily Lee
  • Lydia Li
  • Maria Maravilla
  • Mark Mannia
  • Mary Dougherty
  • Michael Wakefield
  • Michelle Mason
  • Molly Sharp
  • Nelia Lanets
  • Noyd Cooper
  • Paarth Shukla
  • Paul Michael David
  • Rebecca Jantzen
  • Robert DeArmond
  • Shawn Smith
  • Soledad Merlo
  • Stephen Wong
  • Tain Barzso
  • Tem Velasquez Ysmael
  • Uy Chu
  • Varun Kenneth Tansuwan


Get support

Support is available if you need it.

Share feedbackSubmit a Help requestSubmit a storage consultation request