UA Google Workspace and Microsoft 365: Announcing storage limits

As previously shared, Google is changing how storage works for its higher education accounts, and the University of Alaska is preparing for those changes.

In the past, universities were offered unlimited storage at no cost. When the University of Alaska's current storage contract ends, UA will begin paying for the storage it uses. To manage these costs responsibly, the following predefined storage amounts are being established for all UA Google Workspace and Microsoft 365 user accounts.

User storage limits

Most UA users' storage usage falls within these limits. Users who exceed the standard amounts will have the opportunity to reduce their storage, request a team shared drive, or request additional storage. Each university is developing its own approach to managing additional storage needs, including any potential cost-recovery plans. More information will be shared as those plans are finalized. Expect details about future pricing to be communicated well in advance of any billing to ensure transparency and provide sufficient time to prepare.

Check your usage now

In preparation for the introduction of these limits, the University of Alaska encourages everyone to start reviewing and organizing their storage usage. Developing good digital hygiene will make it easier to stay within future limits and keep your account running smoothly.

If you are at or above your defined limit, reducing your total storage footprint now is highly encouraged. Managers/supervisors who are interested to see the storage footprint for their department may request a customized report by submitting a departmental storage usage report request for Google Workspace or Microsoft 365. Requestors will be asked to include first, last, and UA usernames for all members of their departments.

Tips for reducing your storage footprint

The steps below can make a big difference in managing your storage and keeping your account organized.

How to free up space in Google Workspace and Microsoft 365

For assistance and guidance on additional storage needs and best practices, contact your local IT Help Desk for assistance.

Identify and relocate your shared documents

Any user with shared access to a file can view the document's owner.

• Google Workspace users: See a list of Shared with me files at Shared with me. Right-click the file name and
  select File Information > Details to view the file's owner. Move files you own to your department's Google departmental Shared Drive.
• Microsoft 365 Users: In the file list view, notice the file's Name, Owner, File and Activity. Move these documents to your department's Google Shared Drive or Microsoft 365's SharePoint Document Library.

For questions about shared files or shared drives, submit a request form with your questions regarding Google Workspace or Microsoft 365 shared storage.

Why this matters

Google's shift away from unlimited educational storage affects colleges and universities nationwide. Additionally, UA's storage with Microsoft is similarly limited. By cleaning up now and maintaining healthy file management habits, the UA community can stay organized, avoid disruptions, and help the university manage storage efficiently in the future.

Questions?

For additional information visit the UA Google Storage Project FAQs page or contact your local IT Help Desk for support.