Approaching your OneDrive Storage Limit? Here is what you can do next:

 

Earlier this year, Microsoft reduced the data storage allocation available for Microsoft 365 services across the CSU System. This change prompted a System response plan that resulted in new quotas or storage limits for email and OneDrive accounts. If you have recently received a communication about approaching your storage limit, you may have questions about the options available to ensure your work continues uninterrupted. 

 

Collaborative IT Services, in partnership with Division of IT, is offering several recommendations to help faculty and staff adapt to these changes. Read below to learn more. 

 

What steps can I take to reduce my data storage needs?

 

  • Email: to reduce emails and avoid disruption (sending or receiving new emails), you should delete any old, unneeded emails whenever possible. This is good practice to do on a weekly or monthly basis. Archiving options are available for those who need to retain older emails while still reducing data usage. Collaborative IT Services can help you remove emails from the Microsoft server and store them locally on a computer, external hard drive, or cloud storage.

 

  • OneDrive: you can also remove old files that are no longer needed or relevant. If you have files or data on your individual OneDrive that multiple users may need to view and/or edit, it is best practice to move that data to a centralized, collaborative location, like Microsoft Teams or SharePoint Sites, to make them more accessible to others. These tools also have more flexible quota requirements than OneDrive or email. Collaborative IT Services is available to assist with site setup and configuration.

 

What if I still need more storage?

 

Collaborative IT Services recommends the following storage options which are compliant with university information security policies and requirements. 

 

  • SharePoint: Currently offering space of up to 5TB per site
    1. Features:
      • Allows for collaborative editing of documents
      • A shortcut to SharePoint can be added to your OneDrive account for easy access
      • Permissions can be set to allow only CSU users that you specify

 

 

 

To view current Email and OneDrive quota allotments, please visit the link listed below:

  • https://m365quotas.colostate.edu/ 
  • A link to help clean up OneDrive storage (sort by the largest files) can be found under the “Tips to manage your storage consumption” field

 

For general information on best practices for managing storage (including email), please visit the link listed below:

 

While these changes may require additional effort or transitions to new platforms or tools, your IT colleagues are committed to helping ensure the important work we do every day continues. The Collaborative IT Services team is available to help support you through these changes. You can reach the team at [email protected] to begin the conversation.