Manage your M365 storage

• To see what your total storage allotment is, and how much of it you have consumed (Microsoft Edge or Google Chrome browser is recommended):
  • Go to https://umanitoba-my.sharepoint.com/largestfiles and sign-in if you are prompted. This link works best when you are signed into your university Microsoft 365 account on your default browser.
    • The list shows your files from largest to smallest file size.
    • Review your storage usage in the left menu. You may have to scroll to the bottom of the menu to see it.
  • Or sign in to OneDrive on the web using your university account. This link works best when you are signed into your  university Microsoft 365 account on your default browser.
    • Hover over the left navigation. Scroll to the bottom to see your storage use.
    • Click on the number indicating how much you are using to see a list of files from largest to smallest file size.

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How to determine storage quota in OneDrive (video)

Use the list of files and their sizes to clean up your files. You can delete old or duplicate files, transfer files to a different location, or delete previous versions of a file.

1. Delete files
   • Identify items that are no longer needed and delete them.
   • Look for duplicate files in the list and, if appropriate, delete them.
2. Transfer files
   • Move files intended for use by a group or team to Teams or SharePoint.
3. Delete previous versions. Delete older versions of a file. OneDrive files can have a lot of versions, each of which consumes storage.
   • Go to OneDrive using https://umanitoba-my.sharepoint.com/
     • Open the Recycle Bin
       • Click Empty Recycle Bin if there are files in the Recycle Bin
     • Click on the gear in the top right corner (Settings)
     • Click on OneDrive settings
     • On the left, click on More Settings
       • Or just go to https://umanitoba-my.sharepoint.com/?p=22&setting=1
     • Click on Storage Metrics
     • Click on Documents in the list
     • Find a document – either in the list or one of the folders)
     • Click on Version History to the right of the document
       • The version history will open
       • If there are multiple versions, click Delete All Versions at the top of the list.
         • The most recent version is kept, and all previous versions are removed.
         • If you get an error, then the document has been changed too recently for previous versions to be removed.
     • Click on OneDrive in the top left corner
     • Open the Recycle Bin
       • Click Empty Recycle Bin if there are files in the Recycle Bin
     • Empty the Second-stage Recycle Bin
       • Click Empty Recycle Bin if there are files in this Recycle Bin

How to bulk delete old versions in OneDrive

If you encounter difficulty with emptying your Recycle Bin, please contact the IST Service Desk for technical support.

• Regularly empty your Recycle Bin
  • You may need to empty your desktop Recycle Bin as well 

Deleted files stay in your Recycle Bin for approximately 30 days 

• Only back up your important folders such as the Documents folder
• Remove personal or private files from OneDrive. Consider other storage options.

Emptying your recycle bins in OneDrive (video)

Emptying your deleted items folder in Outlook (classic)

If, following cleanup, you continue to require additional storage for research, teaching, administrative, or compliance purposes, we are now offering a process to request and purchase supplementary OneDrive storage.

Requirements for purchasing additional OneDrive Storage

• Continue managing your M365 and follow data cleanup best practices. Supports and resources including change guides and instructor-led training can be found here.  
• This option is available to staff, faculty, and researchers. 
  • Please note: Faculties may choose to purchase additional storage on behalf of graduate students and student researchers if they determine it is necessary for academic or research pursuits. 
• A FOAP is required to purchase an increase in storage limits. 
• A commitment to purchase the additional space along with required approvals must be submitted via the form below by March 2026. 
   

Additional OneDrive Storage costs

Storage is purchased in 100 GB increments at $60.00 CAD per 100 GB per annum, up to a maximum of 5 TB per individual.

• 100 GB  – $60 per year
• 1 TB  – $600 per year
• 5 TB  – $3,000 per year

Charges will be applied starting April 1, 2026. Additional storage is an annual commitment and will be billed to a FOAP. IST Service Desk will re-confirm your need for additional storage again prior to renewal every April. Units or faculties may adjust or discontinue their additional storage commitment before the next renewal if their needs change.

How to request additional OneDrive storage
 

1. Follow the link, fill out the request form and click Submit to start the required approval process in our IST Self-service portal. Please note: The form will require the following information to be completed.
   • The current OneDrive storage capacity of the account that is to be increased.
   • The amount of additional storage that you wish to be purchased
   • A FOAP for billing purposes. (A grant FOAP form with justification may be required)
2. This will create an IT Service Request with an email confirmation sent to the submitter which will include Ticket Number and a summary of the request.
3. Approval emails will automatically be sent as required. 
4. Once approvals have been received and the business need has been confirmed, IST will adjust the OneDrive quota and notify the account owner of the increase. 
    

• Manage your OneDrive for work or school storage
• Delete files or folders in OneDrive
• Move files and folders between OneDrive and SharePoint
• Restore deleted files or folders in OneDrive
• Back up your folders with OneDrive

How to bulk delete old versions in OneDrive

How to determine storage quota in OneDrive

Emptying your recycle bins in OneDrive

Emptying your deleted items folder in Outlook (classic)

You will have up to six months following the September 3, 2025, start of the M365 Storage Optimization initiative to review and clean up your files and emails to meet the new limits if you are over the new quota.

All accounts should be within the new quota no later than February 28, 2026. 

The university's decision to implement institution-wide storage limits for data on M365 applications including OneDrive, SharePoint, MS Teams and email is a result of Microsoft’s licensing changes that affect all Microsoft 365 Education users globally.  

For more information on why Microsoft is making these changes to Microsoft 365 storage please visit https://www.microsoft.com/en-us/education/products/microsoft-365-storage-options#FAQ

Please refer to the sections on this webpage 

• OneDrive storage management
• Outlook storage management
• SharePoint storage management

Please refer to the sections on this webpage 

• OneDrive storage management
• Outlook storage management
• SharePoint storage management