Google Storage Limitations for University Accounts

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Google has announced a new storage policy that ends free unlimited storage for the academic community.

Currently, the University of Arizona provides Google Workspace for Education (formerly known as G Suite for Education) accounts to students, faculty, staff, and DCCs with unlimited storage for Google Drive, Gmail (CatMail), and Google Photos. Additionally, because Google Workspace for Education has been free to the university, these accounts currently persist after graduation and separation from the university.

The change in Google’s service to a paid offering with more limited storage requires the University to shift these practices. The impact to your account will vary based on your current affiliation with the university. Please remember, file storage in the Google Workspace is provided for work and learning purposes only. Personal files unrelated to coursework or University business should be stored elsewhere.

This webpage will continue to be updated with information, recommendations, and resources for the university community.

Faculty, staff, students, DCCS, emeritus faculty, and retirees

Effective, March 1, 2023, university Google account holders will be asked to meet individual storage limits of 15GB or less. Account-holders who exceed the 15GB limit will begin receiving communications in May 2022 with helpful resources to reduce the number and size of files stored in their accounts, including:

An all-new research data storage solution is available for faculty researchers built on AWS. Note: This service is free to researchers who use it to store less than 1TB of data. Costs are incurred when storage exceeds 1TB.

Former students

Alumni will transition to an email-only service, with additional details to come. Content stored in Google Drive or Photos will need to be offboarded to personal accounts in 2022.

Former students who are not alumni will need to offboard all content being stored in the university’s Google Workforce for Education account to a personal account in 2022. Additional details to come.

Former faculty, staff, DCCs

Effective March 15, 2022, former faculty, staff, and DCC account holders offboarded all content stored in the university’s Google Workforce for Education account to personal accounts.

How to Prepare

Be proactive about content and files stored in your Google account!  Review your current storage utilization and delete any unnecessary files in Google Workspace including Google Drive, Gmail, and Google Photos. In 2023, this process will no longer be voluntary, as the university will implement storage limitations of 15GB per account.

Forgot the password to your university Google account? Visit netid.arizona.edu. Contact the 24/7 Support Center if you need assistance.

Storage Management Tips

Ensure that you are logged into your University account, not a personal Gmail account, and then:

  • Check your data storage:  drive.google.com/settings/storage.
  • Identify and delete large, unnecessary files:  drive.google.com/drive/quota.
  • Check the content in your shared drives: drive.google.com/drive/shared-drives.
  • Move files you wish to keep to an appropriate alternate storage solution.
  • In the email and Google Drive search fields, look for files ending in .iso, .mp4, .mov and .wav to find large items.
  • To perform a bulk deletion in email, select the square at the far left to select all.” Then choose the option below to select all conversations that match this search and select “delete” from the trash can icon above. You will be asked to “Confirm Bulk Action”—select OK.
  • Remember to empty the trash to free up space.

 

FAQs

Any data stored in your University Google account is impacted, including files from Google Drive (including shared drives), Gmail, and Google Photos. 

Yes, leverage Google’s Takeout tool for an easy transfer to a personal Google account - https://takeout.google.com/transfer?pli=1

  • Note: If you are logged into your personal account at the time of clicking the above link, you will need to select your profile picture in the top-right and change to your University Google account.

All account holders are strongly encouraged to review their file storage in the Google Workspace as soon as possible and to begin managing file storage to remain within recommended limits. See the storage management tips above.

 

Google shows storage in Gigabytes. If you carry under 1 Gigabyte in Drive, click the 9-square menu in the top-right of the Drive Storage page and open Google Drive. Open the Gear icon menu in the top-right and choose Settings. This page will provide a detail summary of your storage usage.

If permitted, download any files that have been shared to your account. If the share was set to prevent downloading, you will need to reach out to the person who shared the files with you to attain proper permissions.

Upon graduation and/or separation from the university, you will lose access to any Shared Drive you have created or are a member of. Be sure to change ownership to a relevant colleague if you are the owner. If you are not the owner and the share does not permit downloads, reach out to the present owner to attain files before you lose access.

Upon graduation and/or separation from the university, you will lose access to any Google Sites you have created or are an editor of. Be sure to change ownership to a relevant colleague if you are the owner. You will be able to reach the site’s URL provided it remains publicly available.