University Technology

Frequently Asked Questions: Google Storage Quotas

Google has ended unlimited storage that was previously granted to Google Workspace for Education customers. This change has required that all users of Western Illinois University Google services have storage quotas applied to their accounts so that the University can stay below the storage limits provided by our contract. 

Why did Google make this change?

As part of a re-brand in mid-2021, the free tier of G-Suite for Education was renamed Google Workspace for Education. As a cost control measure, Google introduced a new storage policy with an effective date of July 2022.  

What are the quota limits?

  • Students, employees and departmental accounts: 25 GB
  • Alumni: 5 GB (note: access will be revoked after two consecutive semesters of non-attendance)

What happens if I am over quota?

If you reach/are above your quota limit, access to the services such as Drive, Gmail, and Photos will be affected in the following ways:

  • Gmail: Users will still be able to send and receive email.
  • Drive: Users cannot sync or upload new files, nor create new files in Google Docs, Sheets, Slides, Drawings, Forms, and Jamboard. Until the storage amount is reduced, no one can edit or copy the affected files. Syncs will stop between the computer's Google Drive folder and My Drive.
  • Photos: Users won’t be able to add any more or back up existing photos or videos.

When a user’s account is 80-100% full, in-app notifications will be visible in both Drive, Photos, and Drive for Desktop to warn users of disruption of these services.

Per the University’s Electronic Mail (Email) Policy , the University reserves the right to revoke email privileges at any time. Users that remain over quota may have their email accounts disabled. 

How can I find large files to delete or remove?

Users can navigate to https://drive.google.com/drive/quota to see overall storage numbers in Drive, Gmail, and Photos. This narrows the focus to the service that needs the most immediate attention.

To remove large or unnecessary files in Drive and Shared Drives:
  1. Go to https://drive.google.com/drive/quota. This webpage can also be accessed through Drive Settings >  Manage Storage
  2. Sort by ‘Storage used’ column to view the largest files
  3. Delete files as needed
  4. Files count toward the overall storage limit of the account until they are removed from Trash in 30 days.
    To expedite this process, navigate to ‘Trash’ on the left, right-click an individual file / folder and select Delete forever or select Empty trash in the upper right to purge all files / folders. Confirm by clicking Delete forever.
  5. If files have been copied to Shared Drives, scan through the contents of accessible Shared Drives and trash files as needed as this data may be consuming twice the storage space.
To remove data from Gmail, consider the following options:
  1. Search for large emails by typing ‘has:attachment larger:10M’ in the Search box, selecting the emails not needed from the results, and selecting the Delete icon
  2. Search for emails before a specific date by typing ‘before:enter date’, selecting the emails not needed from the results, and selecting the Delete icon
  3. Remove all items from the Spam folder by clicking the checkbox for all messages and selecting Delete forever
  4. Emails will still count toward the overall storage limit of an account until they are removed from Trash in 30 days. To expedite this process, navigate to Trash on the left, select all messages in Trash, then select Empty Trash now.
To remove photos from Google Photos:
  1. Go to https://photos.google.com/quotamanagement. 
  2. Click "Large photos & videos" to locate the largest files taking up the most space in your account.
  3. Download the photos you wish to keep and save them in a personal storage device or in a personal Gmail account.
  4. Delete all photos you do not want to retain or that you have already backed up elsewhere.
  5. Click the Trash icon on the left, and then Empty trash to free up space.

Can I request more space?

In order to manage the University's storage limitations, quota limits will be enforced with very few exceptions.  In limited cases where employees have job duties that require the management of large files, quotas may be able to be increased upon request, and/or uTech may have additional solutions to offer for a particular use-case.  If additional storage is needed for legitimate business purposes, an employee’s supervisor must make a request by emailing support@wiu.edu for consideration.

Note: we do ask that all individuals first take the steps outlined above to review their Google content and remove unnecessary files before requesting additional space.

Where/how can I store items that I need to keep but are too large to keep in Google Drive?

uTech may have additional solutions to offer for a particular use-case. For example, in limited cases where employees have job duties that require the management of large files, quotas may be able to be increased upon request.  Otherwise, for individuals, large files and files that are infrequently needed (archives and backups) can be stored on external hard drives or thumb drives.  Employees can also save files in their S: drive if they are shared with others within their department. Please email support@wiu.edu so we can help you make the best determination.

What can I do with large video files used for classroom/instructional purposes?

Online Teaching and Learning (OTL) recommends putting videos used for instruction in YouTube.  Files in YouTube do not count against your storage quota. For instructions and best practices with YouTube, please visit OTL's website and see the section labeled "YouTube".

Can I transfer my content to a personally owned Google account?

  • Per the Electronic Mail (Email) Policy, employees are prohibited from forwarding university emails to a personal email account, or downloading emails to devices not owned by the university.

When I become an alumni or retiree, how does my quota change?

Per the Electronic Mail (Email) Policy, employees who are separated from the university for any reason, including retirement, will have their email access revoked, and will therefore no longer have any Google storage provided by the university.

Students who leave the university (as graduates/alumni or without completion of their degree or other program) will have their quota reduced to 5 GB, and their email access will be revoked after two consecutive semesters of non-attendance.

I have additional questions; who can I contact?

Please contact the uTech Support Center at support@wiu.edu, via phone at (309) 298-TECH, or online at wiu.edu/supportcenter/. Our intention is to update this FAQ as necessary to assist the University community with managing their Google data. We appreciate your patience and understanding as University Technology navigates the implementation of these new requirements.

Note on Non-University Usage of WIU Google Account

Per the Technology Use Policy, non-University use of University-owned computing resources is strictly prohibited regardless if you are a student, employee, alumni or retiree. Any non-University related files located in your WIU Gmail, Google Drive, Google Photos and any other Google services should be immediately removed, and action should be taken to discontinue any future non-University use of your WIU Google account. Personal (non-WIU) email accounts and storage solutions must be used for all non-University purposes.