Overview
Google Workspace storage quotas are implemented to manage resources efficiently and ensure fair distribution across all users while controlling organizational costs. Understanding these limits and how to manage your storage effectively is essential for maintaining this resource that is shared by all F&M students, faculty, staff, and retirees.
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IT Topics Explained
Default Storage Allocations
All users in our organization receive the following storage limits. See Requesting Storage Increases for specific requirements:
- Default limit: 250GB (automatically assigned to all new accounts)
- Standard increase: 500GB (available upon request to all employees and students)
- Extended increase: 1TB (available to employees only with proper business justification)
Storage Coverage
Your Google storage limit covers all data across Google Workspace services, including:
- Google Drive files and folders
- Gmail messages and attachments
- Google Photos (if enabled for your account)
- Shared drives (counted against F&M's overall limit)
- Google Sites content
- Items in your trash folders across all services
Managing Your Current Storage
Checking Your Usage
To view your current storage usage:
- Open Google Drive in your web browser.
- Look for Storage in the bar on the left.
- Click Storage to display usage breakdown by service.
Optimizing Your Storage
Before requesting additional storage, consider these optimization strategies:
- Empty trash folders: Deleted items continue to count against your quota until permanently removed.
- Remove large attachments: Download important email attachments and delete the originals.
- Organize shared files: Files you own in shared drives count against your quota.
- Archive old emails: Move infrequently accessed emails to local storage or delete them.
- Review Google Photos: Remove duplicates and unnecessary photos, and transfer personal photos to a personal account.
For detailed guidance on freeing up storage space, refer to Google's official documentation: https://support.google.com/a/users/answer/14300711?sjid=634667965665493233-NA
Requesting Storage Increases
Standard Increase (500GB)
Available to all employees and students. Submit a request through the ITS service portal specifying:
- Your current storage usage percentage
- Confirmation that you need the 500GB allocation
- A justification statement for the increase
Extended Increase (1TB)
Available only to employees who can demonstrate a legitimate business need. Your request must include:
- Current storage usage details
- Detailed justification explaining why additional storage is necessary for your F&M related responsibilities
- Expected timeline for when you'll need the additional storage
- Description of the types of files or data that require the extra space
You will receive additional communication from ITS staff to review your current storage use and discuss the increase.
Best Practices for Storage Management
- Regular maintenance: Schedule monthly reviews of your storage usage.
- Collaborative efficiency: Use shared drives for team projects to distribute storage load.
- File organization: Maintain a clear folder structure to easily identify and manage large files.
- Monitor usage: Set up notifications when approaching your storage limit.
Troubleshooting
"Storage Full" Errors
If you receive storage full notifications:
- Check your trash folders across all Google services.
- Identify and remove large files you no longer need.
- Consider requesting a limit increase if optimization isn't sufficient.
Need More Help?
If you need assistance with:
- Managing your Google storage
- File organization strategies
- Technical issues with storage limits
- Questions about quota increases
Then connect with us!
- Enter a ticket here on this page to route your request to the right expert.
- Call the Help Desk at 717-358-6789.
- Stop by and see us at Martin Science Library