Google Workspace: Storage Management Guide
How to take action if a My Drive or shared drive exceeds the storage limit
Overview
Due to changes in Google Workspace, the amount of data that can be stored at no cost in My Drive and each shared drive will change, as shown below. If the free storage allocation isn't enough for your needs, use the information on this page to create a plan to reduce or move your data or purchase more Google Workspace storage through the university.
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Until Aug. 31, 2024Free, unlimited storage in Google Workspace
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Starting Sept. 1, 2024500 GB storage limit applied
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Starting Sept. 1, 202550 GB storage limit applied
Before you begin
If you've received notification about a drive exceeding the storage limit, here are two points to consider as you begin planning.
Remember to prioritize security
Institutional files stored in your Stanford accounts should remain in a Stanford-approved solution. Moving Stanford data to a personal storage account or purchasing local data storage significantly increases risk.
Refer to a position paper from Stanford's Information Security Office
Know that help is available
Your local IT team can help you understand which drives are impacted and how to navigate your options. If you need more help exploring Stanford storage solutions, submit a request to meet with UIT's dedicated storage consulting team.
Ready to start? Explore your options
You'll want to act promptly if your My Drive or shared drive exceeds the storage limit. Otherwise, the drive may become "read-only," allowing you and your colleagues to access the drive and download data but not create or edit files.
Reduce usage
If you aim to reduce your usage to under the limit — or just to ensure you're not paying to store files you don't need — these tips will help.
Move data to another storage solution
Google Workspace is just one storage option available at the university. If you don't need real-time collaboration features, consider other Stanford storage solutions.
Purchase more Google Workspace Storage
Beginning Aug. 1, 2024, you can assess an order form to submit a PTA to buy more storage through the university. Billing will be based on actual usage.
Special considerations for shared drives
As a manager of a shared drive, you should take a few actions specific to shared drives, including the first step of identifying drives impacted by the storage limit. Be sure to confer with colleagues before making decisions that impact content accessibility.
Identify impacted drives and check usage
Identify which drive(s) are impacted. You can ask your local IT support team to help, if needed. Next, check storage use.
Clean up your shared drive
Tips to organize and manage a shared drive to increase efficiency or delete a shared drive that's not needed.
Manage access and permissions
If you are no longer responsible for the shared drive, you can assign a new manager and remove yourself from the drive.
Additional resources
Questions or support
Please read carefully, as the best way to get help depends upon the nature of the request:
- If you have feedback for the project team or are unsure who your designated Campus Partner ambassador is, please use this form to reach out to the project team.
- If you need technical support, please submit a Help request.
- If you have questions about where to store content currently in Google Workspace, please submit a storage consulting request.
Communications
- Transitioning to a Sustainable Google Workspace (Jan. 23, 2024)
- Navigating the Next Era of Google Workspace for Education (Aug. 15, 2023)
