Manage your M365 storage

Microsoft is introducing changes to Microsoft 365 licensing agreements for its educational institution customers which will limit the amount of free storage across OneDrive and Outlook and Teams. You can follow these instructions to understand how much storage you’re using today and to help manage your stored files moving forward. 
 

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OneDrive OneDrive storage management

How to check your storage in Microsoft OneDrive

First review your storage consumption in OneDrive.

  1. Sign in to OneDrive on the web using your university account. 
  2. Review your storage usage in the left menu. You may have to scroll to the bottom of the menu to see it. 
example storage counter showing 15 GB used of 20 GB maximum
Photo by Microsoft
  1. Click your storage amount used to go to your files.
File view of a OneDrive folder
Photo by Microsoft
  1. Clean up your files.
  2. Empty the recycle bin

Helpful hint: Start with the largest files in your OneDrive to free up space. 

 

Outlook Outlook storage management

How to check your storage in Microsoft Outlook

  1. First, open Outlook on the web
  2. Sign in to your school or work Outlook account, then go to Settings > Account > Storage
View of the microsoft outlook settings cog
  1. Check your storage and clean your inbox
  2. From your Outlook settings, go to Account > Storage and empty your deleted items.
Microsoft outlook tab with deleted items option highlighted
Photo by Microsoft

Helpful hint: You can also bulk delete or archive according to a timeframe by going Settings > Account > Mail > Rules > and adding the terms for your rule. 

Microsoft 365 storage M365 storage best practices

Tips for efficiently managing your Microsoft 365 storage

  • Check your storage and pay attention to any warnings that your storage is nearly full
  • Delete or move files you’re not using anymore in OneDrive, such as: 
    • Old or unnecessary files (like assignments from last year’s classes)
  • Large files you don’t need anymore (like videos)
  • Delete or move items you’re no longer using in your inbox to an archive mailbox in Outlook
  • Store your personal files separately from school files, such as music, by saving them to your personal OneDrive instead
  • Move any personal files already saved to your school’s OneDrive to your personal account