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Google Workspace Optimization IT Toolkit

Resources to support our community's transition

This toolkit shares an index of tools, resources, and communications developed by the Google Workspace Optimization project to support the community as we transition to a Google Workspace service that no longer offers free and unlimited storage.

Key messages

  • Google Workspace will remain a preferred collaboration tool at the university, ensuring that faculty, students, and staff can access My Drive and shared drives for file storage and collaboration.
  • Upcoming lifecycle management policies will be introduced.
  • To maintain the service's sustainability, a storage limit of 5 TB will be applied to My Drives and each shared drive, effective September 1, 2025.
  • Individuals who own My Drive accounts exceeding 5 TB and managers of shared drives storing more than 5 TB GB will be notified via email starting in March.
  • Additional storage in Google Workspace can be purchased through the university. Pricing will be based on an annual cost of $0.15 per GB. 

Curated resource guides

Storage Management Guide

This guide offers information to manage a drive that exceeds the storage limit with links to the following resources:

Storage Options Guide

This guide offers information on Stanford storage options with links to the following resources: 

Other resources

How to get support

Communication summary

Emails

  • Shared drive email (sent on April 16, 2025): Informed managers and creators of shared drives storing 4-5 TB
  • My Drive email (sent on April 16, 2025): Informed student owners of My Drive accounts storing 4-5 TB
  • My Drive email (sent on April 16, 2025): Informed faculty, staff, and affiliate owners of My Drive accounts storing 4-5 TB
  • Shared drive email (sent on March 18, 2025): Informed all managers and creators of shared drives exceeding 5 TB
  • My Drive email (sent on March 18, 2025): Informed student owners of My Drive accounts exceeding 5 TB
  • My Drive email (sent on March 18, 2025): Informed faculty, staff, and affiliate owners of My Drive accounts exceeding 5 TB
  • My Drive email - (sent Feb. 21, 2024) Informed owners of My Drive accounts exceeding 490 GB
  • Shared drive manager email: (sent May 16, 2024) Informed managers of shared drives exceeding 490 GB
  • Grace period extended email: (sent Aug. 7, 2024) Announced no storage limits would be enforced before March 1, 2025