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FAQs: Google Workspace Optimization Project

Starting September 1, 2025, a storage limit of 5 terabytes (TB) will be applied to each My Drive and shared drive. Learn more.

Below is a list of common questions about this project. Check back as more FAQs will be added as the project progresses.

Topics on this page:

About the project

Can I continue to use Google Workspace for storage and collaboration?

Yes! The university is committed to continuing to offer the Google Workspace service as a valuable tool for productivity and collaboration. As we update how we manage Google Workspace, you’ll continue to have access to My Drive, shared drives, Google Docs, Google Sheets, Google Slides, and other Google services, just as you do today.

Why are we changing the Google Workspace service?

Google has announced it will no longer provide higher education institutions, including Stanford, with unlimited storage at no charge. In fact, the industry as a whole appears to be shifting away from free cloud storage. To adapt to this change, we must introduce new policies and processes that optimize our storage solutions to benefit the Stanford community. The vast majority of us will continue to use Google Workspace at no cost. However, those who have extremely large storage needs ver 5 TB will need to purchase additional storage.

How was the plan to update the Google Workspace service developed?

The plan is being created as part of the Google Workspace Optimization Project, a multi-year initiative aimed at preparing the university for a new Google Workspace service. Since 2023, the Google Workspace Optimization Project team has regularly consulted with the CIO Council, C-ACIS, SGG, UMG, and other stakeholders, while also negotiating with Google to achieve the best possible terms for quota, price, support, and timeframe. Refer to the Google Workspace Optimization project page to learn more. 

What are the next steps for the Google Workspace Optimization project?

Now that the university has established a 5 TB storage limit, the project team will continue to refine the plan with more nuanced details. New tools and resources as well as policies around account lifecycle management will be introduced. As the project progresses, information will be clearly and frequently communicated through both broad channels and targeted messaging. You can bookmark the Google Workplace Optimization web page and check back at any time for updates.

What kinds of accounts and data will be affected by changes to the storage limits?

Any data stored in your Stanford University Google Workspace account may be impacted, including files stored in Google My Drive, shared drives, Gmail, and Google Photos.

Can I move data from Stanford Google My Drive or shared drives to a personal or non-Stanford account or external storage device?

Any files stored in your Stanford Google account that are institutional should remain in a storage platform offered by Stanford. Loading professional content into your personal account(s) or keeping it on your personal hardware, such as an external hard drive, may put university data at risk. For more information, refer to a position paper from Stanford's Information Security Office. 

Where can I find information about Stanford’s record retention policy?

Refer to the Admin Guide for general policy for administrative content, and the Research Handbook for research data. Relevant Stanford policies include:

I have a question not answered here. Who can I contact?

If you have a question or need support, please submit this Help request. If you have feedback or a suggestion for the project team, please use this feedback form.

Understanding storage limits

What are the storage limits for Stanford Google Workspace accounts (My Drive and shared drive)? What is the timeline for these changes?

A storage limit of 5 TB will be applied to all My Drives and each shared drive starting Sept. 1, 2025.

What happens if I reach or exceed the new storage limit?

You will be contacted by email if your account nears or exceeds the storage limit. If your drive exceeds the 5 TB storage limit after Sept. 1, 2025, it will switch to read only until you submit a PTA or reduce data.

Will I be affected by the Google storage limits?

You should check your usage to find out. The good news is that very few people will be directly impacted by the new 5 TB storage limit. 

Are limits different for individual accounts vs. group accounts?

Storage quotas are the same for My Drive and each individual shared drive. 

Am I able to pay for additional storage over the 5 TB limit?

If you need to store a large amount of data and prefer to use Google Workspace, you will be able to purchase more storage at a rate of  $0.15 per GB per year for Fiscal Year 2025. 

As Stanford is implementing storage limits, what options are being explored to offload data?

Google Drive is just one of the storage solutions available to you. The university supports a variety of storage technologies — one of which may be better suited to your unique requirements. Refer to the Storage Options guide to learn more.

Check your storage use

How do I check my current My Drive storage use?

To check your current My Drive storage use, go to https://drive.google.com/drive/quota. You'll see your files in descending order of file size.

What counts toward storage use?

The following count toward file storage:

  • Google Drive
    • Most files in Google Drive, including PDFs, images, and videos
    • Files created or edited after May 2, 2022, in collaborative content apps such as Google Docs, Sheets, Slides, Drawings, Forms, and Jamboard
    • Content stored in shared drives (Items in shared drive do not count toward your My Drive usage; however, each shared drive will have a storage limit applied.)
    • Items in your “Trash” that haven’t been permanently deleted
  • Gmail
    • Messages and attachments, including items in Spam and Trash folders
  • Google Photos

What doesn't count toward storage use?

The following doesn't count toward file storage

  • Files in "Shared with me." Shared files are counted only for the file owner's storage, not for the users the file is shared with
  • Google sites
  • Drive shortcuts
  • Content created with My Maps 
  • Version history for files created in Google Docs, Sheets, and Slides, unless the you explicitly decide to keep older versions

What does or doesn't count towards storage in shared drives?

The same storage limit that will apply to My Drive will apply to each shared drive. Managers of a shared drive should monitor storage usage.

Please note:

  • Files and folders created and stored in shared drive don’t count as usage on any single person’s My Drive storage limit.
  • Items in the Trash of a shared drive count towards the shared drive’s storage usage until they are permanently deleted.

How do I manage my storage by deleting content?

When managing your storage use, you may want to start by reviewing items that use the most amount of storage space. Items that commonly utilize more storage space include large files (videos, music, software installers, etc.), high resolution or raw photos, and docs/sheets/slides with images embedded.

For tips on how to review your Google Drive and delete content, visit How to Clean Up Google Drive. For information specific to shared drives, visit How to Clean Up or Delete a Shared Drive.

Please be aware of any collaborators on files/folders you own if you choose to delete them, as you may cause data loss for those accessing that content.

I deleted several large files, so why hasn’t my storage use changed?

  • When you first delete content, it is moved to the "trash"  and automatically and permanently deleted after 30 days. Before the 30-day window closes, you can restore your files.
  • To permanently delete your Google Drive files and make space available, you must move them to “trash”  and empty your bin. Until permanently deleted, items in trash count against your storage use.  
  • As a reminder, when files are added or deleted, it may take up to 48 hours for the changes to be updated in your account. 
  • Remember, items that are permanently deleted from trash are irrecoverable. 

Is there a way to see the storage usage of my group (lab, department, etc)?

The project team has developed a dashboard tool that tracks the total count of shared drives and their collective storage usage for your school or unit. If this information would be helpful to you, contact your local IT support team. 

Will any of my files in Google Drive be automatically deleted or migrated?

There are no plans to automatically migrate or delete files that are currently stored in Google Drive.

What about shared drives?

Are shared drives going away?

No, shared drives are not going away.

How do I check my shared drive usage?

To check your current storage usage, navigate to the shared drive and click the information "i" icon in the top right corner of the page. In the sidebar that appears, you will find the drive's storage usage under Drive details > Storage used. Need more help? Visit the UIT website for step-by-step instructions.

Can I move my data to a shared drive?

You can move files and folders you own from My Drive to a shared drive.  Follow the steps in Google’s Move files & folders into shared drives. Remember, each shared drive has a 5 TB quota. The dates for enforcement for shared drives is the same as for My Drive.  Visit the Transitioning to a Sustainable Google Workspace to learn more.

My shared drive is over the limit. As a solution, can I split the content into separate shared drives?

To complete our transition to a sustainable Google Workspace Service, it may become necessary to limit the number of shared drives an individual can manage. Therefore, this approach isn’t a recommended solution.

My shared drive is over the limit. As a solution, can I move content into Microsoft OneDrive?

Please be advised that due to changes announced by Microsoft, the platform will see storage limits similar to Google Drive in the near future. 

What happens if my shared drive exceeds the storage limit?

Starting Sept.  1, 2025, if you exceed the storage limit allocated to your Stanford Google My Drive account or a shared drive, the drive will become "read-only." Although you’ll still be able to sign in and view, download, and share files with collaborators, your experience will change until you either reduce storage or purchase more storage. Learn more about "read-only."​

 I only need to view my content. Can I allow my shared drive to remain “read-only”?

If you allow your content to remain in “read-only” for an extended period of time, at some point you’ll receive a notification that you must take action to prevent the content in your drive from being deleted. 

How do I delete a shared drive if the shared drive and its content is no longer relevant to any groups at Stanford?

You can delete the shared drive if you are assigned to the Manager role for the files, folders, and drive to be deleted and have the authority to do so. 

It's not possible to delete a non-empty shared drive or non-empty folders within a shared drive. Therefore, to delete a shared drive, you must first delete all files within each folder and then delete all empty folders. 


Once the shared drive is empty, you can follow these instructions to delete the shared drive.

Storage limits for those who use Gmail

Does the storage limit apply to Gmail accounts? And if so, what is the storage limit for those who use Stanford Gmail?

Those who use Stanford Gmail should be mindful of its usage, as content in Gmail will count towards their My Drive storage limit. 

Here’s how to see the amount of storage you’re using across Google Drive, Photos, and Gmail.

How can I free up space in Gmail?

These tips can help you save space on Gmail:

  • Empty your trash. Files in your trash are automatically deleted after 30 days. But while they are in trash, they count against your storage.
  • Delete messages with heavy attachments. Attachments count towards your storage. To find emails with large attachments: In the search box, type “:attachment larger:10mb” (of course, you can choose a different size file to search for). Click "Search." Check the boxes of the emails you want to delete and click the trash icon.
  • Delete very old messages. To find older emails In the search box, type “older_than:3y” (again, you can enter any number of years). Click "Search." Check the boxes of the emails you want to delete and click the trash icon.
  • Delete Spam. Go to your Spam folder, select all the messages, and delete them.

Purchasing extra Google Workspace storage

I prefer to use Google Workspace but my needs exceed the storage limit. How can I purchase more?

For more information, go to How to Purchase Storage on Stanford Google Workspace.

How do I find a shared drive ID?

When submitting a PTA to purchase additional space on Stanford Google Workspace, you 'll be asked to provide the ID of the Google Drive you want to expand. For a shared drive, you can easily find the ID in the drive's URL by following these steps.

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