Google Drive storage management is an important aspect of utilizing Google Drive as a collaborative tool.
- Understanding University Storage
- Understanding File and Folder Ownership
- Sharing Data and Files
- Transferring Files
- How to Keep Shared Files
- Managing Drive Files (Best Ways to Create More Storage Space)
By default, The New School is provided a certain amount of pooled Google storage for the entire university. This means that everyone who has a Google account is utilizing some portion of this pooled storage.
The New School has enrolled in the Education Plus edition which provides the university with 20GB of additional storage per license based on our FTE (full-time equivalent) student population. In other words, if our full-time student population is 10,000 then we only receive an additional 200TB (200,000 GB) of storage so the amount of overall storage. To learn more about how much storage The New School is currently using please visit the Google Changes FAQ page.
Google storage is spread across Gmail, Drive, Shared Drives, Photos, Docs, Sheets, Slides, Forms, Drawings, and Jamboard files. For Drive, every file including docs, presentations, sheets, and uploaded content like pdfs, videos, and photos, all consume Google Drive storage. This means that every time you save a file to Drive you are utilizing a portion of Google storage allotted to The New School.
You can see how much storage you are utilizing by going to https://drive.google.com/settings/storage
You only consume storage for files that you “own” or create in Google Drive. If you are not the owner of a file or folder in Google Drive then that file or folder is not consuming any storage space allotted to you.
You are the owner of:
Files and folders that you upload into your New School Google Drive account
Folders that you create in your New School Google Drive
Files that you create in Docs, Sheets, or Slides
You are not the owner of:
- Files and folders that are shared with you
Files and folders that are created in Google Shared Drives
Files stored in your New School Google Drive can be shared with any Google users, even those with personal Google accounts or other G Suite accounts. You can find extensive information on how to share files through Google Drive in the Google Drive Help Center.
When an individual departs from the New School, whether they be a student, faculty, or staff member, access to Google Drive (depending on the individual's role) will be removed and all files and data contained in the Google Drive account will be deleted (even if there are shortcut links to other locations after creation, i.e. Google Shared Drives).
It is crucial, particularly for New School employees, to ensure that any necessary files that will be utilized beyond the individual's last day with the university are updated with a new owner. Once the new owner is identified and the files are transferred to that new owner, the files will then consume the storage of the new owner.
There are several different methods for saving files shared with you, particularly if you know that an individual is leaving the university and you require a file or folder they are technically the owner of.
Since Google does not provide unlimited storage, it is important to get into the habit of managing your files in Drive. Below are some helpful tips in how to do that. FYI, for information on how to manage your Gmail storage click here.
Review and delete large or unnecessary files in Drive
Make sure you are logged into your New School Google account (@newschool.edu) and go to https://drive.google.com/drive/quota. Here you will see the files in your Google Drive listed by the amount of storage space used.
Delete any large files that you no longer need by right-clicking on the file name and selecting Remove.
Review and delete old files
Make sure you are logged into your New School Google account (@newschool.edu) and go to https://drive.google.com/drive/my-drive. Here you will see all of the folders and files you own.
You can find your oldest files by clicking on the Last modified column and changing the selections from Relevance to Last modified.
- Once selected, click on Last modified again to show an up arrow which will sort by the oldest files first.
- Delete any old files that you no longer need by right clicking on the file name and selecting Remove.
- You can also find old files by searching a date. Type into the search bar: “before:2015-01-01”. This will identify files created before January 1, 2015. To locate older or newer files, change the date.
If you manage a Google shared drive (formally team drives), review and delete large or unnecessary files in shared drives.
Make sure you are logged into your New School Google account (@newschool.edu) and go to https://drive.google.com/drive/shared-drives.
Check the last time a file was used or modified
When reviewing files to delete, it's helpful to know when they were last edited or accessed. To do this:
- Find the file in Google Drive.
- Right-click on it and choose "View details":
- or click on the "i" with a circle in the top-right corner:
- The last Modified, Opened, and Created dates will be displayed in a panel on the right:
Don’t forget to empty your Google Drive Trash
By default, files placed in Google Drive trash will be permanently deleted after 30 days, however, files located in your Google Drive trash will still consume storage space until they are permanently deleted.
To empty the Trash, click on Trash on the left side of the page and choose "Empty trash." Once emptied, your storage space used should decrease in about 24 hours depending on how much was deleted. See Google's support article for additional details.
Use Office OneDrive as an alternative to storage
- New School students, faculty, and staff can use OneDrive as an alternative cloud storage solution.
Students: Start migrating files to a personal account
- New School students will need to transfer files out of their New School account when they graduate, so if you are running out of Google storage space you might consider starting that process sooner rather than later. Moving files to a personal account or downloading them to your computer or an external hard drive could be a great way to clean up space in your university account. We suggest starting with your largest files, which you can see here, and either download the files to an external harddrive or transfer individual files to a personal Google account by making your Google personal account the owner of the files.