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Introduction
It's important to know that your storage limit on Google is used for both Google Drive and Gmail. Keeping an eye on your storage usage can prevent any unexpected issues. If you go over your storage limit, you will need to delete files. To check what is using up the most space, you can go to your Google Storage Settings.
Note:
- Google Photos is not currently included for any ISU accounts.
- Deleted files are saved in your trash for 30 days and still take up space. You can manually empty your trash to clear these files out.
- Alumni: As of February 20th, 2024, You no longer have drive access. If you have not recovered these files already, they have likely expired. Your photos may be intact, but you will need to request temporary access to export them. Contact the IT Service Desk at 208-282-4357 or help@isu.edu for more help.
Google Storage Management Tips
Checking Current Storage Status
If you are unsure of your storage limit, Please visit the
ITS website to check the data usage limits associated with your affiliation. When your account reaches its storage limit, Drive will not allow you to upload or create files. You will still receive emails but will be notified that you are over the limit.
-
Go to
Google Drive Storage to view a
detailed breakdown of your Google storage usage in Google Drive.
If you cannot access Google Drive, please check your data usage using the following steps.
-
Sign in to your
ISU Email with your
username and
password
-
Scroll down to the bottom of your email to view your data usage.
Clearing Space from Google Drive
- Move unused files to the trash, then empty the trash to free up space on your Google Drive.
- Notes:
- You will need to empty your trash to free up space.
- When deleting multiple files or folders all at once, it may take time to apply the changes and see an update in your storage limit.
- You can sort your files by size, from largest to smallest, to easily identify which ones take up the most space.
- ISU employees are advised to transfer older important work-related files to Box.
- Move your personal files and files that can be stored locally by following the steps below.
- Go to Google Takeout.
- Sign in with your ISU Email and Password (if prompted)
- Note: If you are not prompted to sign in, confirm using your ISU account by hovering over the circle with your profile image or initials at the top right corner and ensure it displays your ISU email address.
- If you are not using your ISU account, click on your profile image or initials at the top right corner of your browser. If you are using your ISU account, then select the profile with your ISU information.
- If your ISU profile isn't already added as another account, choose Add Another Account at the bottom of this menu and add your ISU account.
- Click Deselect All in the upper right corner of the Products section, as Google automatically selects all services that store your data.
- Scroll down the page and find Drive. Check the box beside Drive.
- Click Advanced settings, and then check the boxes for both options under Additional Files. Click OK.
- Click All Drive data included. The tool will display all folders in your Drive. You can keep the Include all files and folders in Drive box checked or uncheck it and select the specific folders you’d prefer to export. Click OK.
- Scroll to the bottom of the page and click Next step.
- Leave the default “Send download link via email” selected.
- Leave Frequency set to Export once.
- Click Create export.
- Note: You can adjust your export's file type and size under File type & size. The defaults are .ZIP and 2GB.
Clearing Space from Gmail
- Empty your trash
- Note: Files in Google are not deleted for 30 days and still count toward your storage limit.
- Delete large emails
- Note: Attachments in Gmail count towards your total storage. To search for emails with large attachments, use the following steps:
- Type has:attachment larger:25M in the search in your mailbox,
- Note: You can replace the "25" with a higher number to find larger files.
- Click Search.
- Select the emails you don't need and Click Delete.
- Delete old emails
- While in Gmail, locate the Search bar on top
- In the Search bar, type: before: Year/Month/Day ex. 2020/21/31
- To select all emails or conversations found in the search:
- Select the check box in the top left
- The choose Select all conversations that match this search.
- Select Delete
- Empty the Trash
- Delete emails sent from Google (docs shares, etc.)
- While in Gmail, locate the Search bar on top
- In the Search bar, select the Show search options button at the end of the search bar
- In the fly out window, enter *@google.com
- To select all emails or conversations found in the search:
- Select the check box in the top left
- The choose Select all conversations that match this search.
- Select Delete
- Empty the Trash
- Delete Calendar invites
- While in Gmail, locate the Search bar on top
- In the Search bar, enter from google calendar
- To select all emails or conversations found in the search:
- Select the check box in the top left
- The choose Select all conversations that match this search.
- Select Delete
- Empty the Trash
