{"id":11227,"date":"2024-05-31T10:14:20","date_gmt":"2024-05-31T10:14:20","guid":{"rendered":"https:\/\/gatlabs.com\/education\/?p=11227"},"modified":"2026-03-23T14:56:54","modified_gmt":"2026-03-23T14:56:54","slug":"free-up-storage-in-google-workspace-for-education-before-google-ends-unlimited-storage","status":"publish","type":"post","link":"https:\/\/gatlabs.com\/education\/blog\/free-up-storage-in-google-workspace-for-education-before-google-ends-unlimited-storage\/","title":{"rendered":"Free up Storage in Google Workspace for Education Before Google Ends Unlimited Storage"},"content":{"rendered":"<p><span style=\"font-weight: 400;\">Fall 2024 will bring a significant change for higher education institutions: the end of free unlimited Google storage. Optimize your management and free up storage in Google Workspace for Education so you can continue enjoying its multiple functionalities for the same price next school year.<\/span><\/p>\n<p>Read on to learn more about:<\/p>\n<ul>\n<li>Changes to the Google unlimited storage policy for educational institutions<\/li>\n<li>Three actionable tactics to free up storage in Google Workspace for Education<\/li>\n<\/ul>\n<h2>How Does Google Storage for Higher Ed Domains Limit Change?<\/h2>\n<p><span style=\"font-weight: 400;\">Until now, Google has provided free unlimited storage for all educational domains. However, in November 2024, this will be reduced to <\/span><b>100 TB<\/b><b> pooled storage<\/b><span style=\"font-weight: 400;\"> per domain shared with all users and all Google apps, such as Gmail, Drive, and Photos.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Educational institutions not meeting the new cloud limits must downsize their storage usage or invest in more cloud space. The quickest and most expensive solution is upgrading to the paid edition of Google Workspace for Education or purchasing Workspace Additional Storage.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">To avoid additional spending, universities are turning to new cloud management solutions to reduce existing storage usage while maintaining essential data access. Additionally, some institutions, like <\/span><a href=\"https:\/\/google.oit.ncsu.edu\/working-with\/google-workspace-storage-project\/\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">NC State University<\/span><\/a><span style=\"font-weight: 400;\">, consider applying storage quotas for students, staff, and alumni, depending on their role.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">If an institution exceeds its storage capacity by <\/span><span style=\"font-weight: 400;\">25% or for 14 days, the Google domain will stop working correctly. <\/span><span style=\"font-weight: 400;\">Excess data will be turned into read-only mode, and uploading new files and other functions will be disabled.<\/span><\/p>\n<h2>How to Free up Storage in Google Workspace for Education<\/h2>\n<p><span style=\"font-weight: 400;\">Before looking for storage-cutting solutions, ensure your domain <\/span><a href=\"https:\/\/support.google.com\/a\/answer\/134628?hl=en\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">qualifies as an Education domain<\/span><\/a><span style=\"font-weight: 400;\">. In general, Google Workspace for Education can be used by officially recognized higher education institutions and K12 schools that provide national or international certification and use an active website.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">If your domain space usage significantly exceeds the new Google storage limits for education, you may consider upgrading your <\/span><a href=\"https:\/\/edu.google.com\/workspace-for-education\/editions\/compare-editions\/\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">Google Workspace for Education edition<\/span><\/a><span style=\"font-weight: 400;\">. This would provide users with additional storage space:<\/span><\/p>\n<p><span style=\"font-weight: 400;\">\u25aa\ufe0f <\/span><i><span style=\"font-weight: 400;\">Teaching and Learning Upgrade<\/span><\/i><span style=\"font-weight: 400;\">: 100 TB shared + 100 GB per staff license<\/span><\/p>\n<p><span style=\"font-weight: 400;\">\u25aa\ufe0f <\/span><i><span style=\"font-weight: 400;\">Education Plus<\/span><\/i><span style=\"font-weight: 400;\">: 100 TB shared + 20 GB per license<\/span><\/p>\n<p><span style=\"font-weight: 400;\">But you are reading this because you don\u2019t like the idea of extra expenses for exceeding the storage limit. To avoid this, consider some tips on how to reduce storage usage in your Google domain.<\/span><\/p>\n<h2>1. Optimize Google Drive Storage<\/h2>\n<ul>\n<li aria-level=\"1\">\n<h3>Identify Storage-Consuming Files &amp; Users<\/h3>\n<\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">The fastest way to clean up your storage is to remove unnecessary files, starting with the big ones. Finding and deleting several videos is much more efficient than going through thousands of Docs to see which can be removed and, as a result, cutting out only a few megabytes.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">In the <\/span><a href=\"https:\/\/support.google.com\/a\/answer\/10431555?hl=en&amp;ref_topic=10431464&amp;sjid=7540435009636406764-EU\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">Google Admin Console<\/span><\/a><span style=\"font-weight: 400;\">, admins can review total storage usage and identify who uses it most at the university. They can also find the shared drives with the most saved files.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">For a more granular report on Google domain storage usage, reach for a third-party app such as <\/span><a href=\"https:\/\/gatlabs.com\/education\/products\/gat\/\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">GAT+<\/span><\/a><span style=\"font-weight: 400;\">. It shows <a href=\"https:\/\/gatlabs.com\/knowledge\/tech-tips\/view-total-size-of-drive-filter-applied\/\" target=\"_blank\" rel=\"noopener\">the entire domain<\/a> and every user\u2019s space quota in Drive, Gmail, and Google Photos. This tool also identifies old, inactive files and files exceeding a specific size. In addition, you can set up an <a href=\"https:\/\/gatlabs.com\/knowledge\/tech-tips\/alert-on-any-login-event-associated-with-your-g-suite-users\/\" target=\"_blank\" rel=\"noopener\">alert rule<\/a> to be notified when a user exceeds a certain amount of storage.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">GAT+ will also support you in<\/span><a href=\"https:\/\/gatlabs.com\/knowledge\/tech-tips\/email-audit-find-storage-space-for-emails\/\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\"> identifying large files as attachments in Gmail<\/span><\/a><span style=\"font-weight: 400;\">. It provides real-time reports showing email stats by the size of emails received and sent to internal and external users for each account in the domain.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Learn more about finding the space used on Google Drive with GAT+ in our <\/span><a href=\"https:\/\/gatlabs.com\/knowledge\/tech-tips\/how-to-find-the-space-used-on-google-drive\/\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">Knowledge Base<\/span><\/a><span style=\"font-weight: 400;\">.<\/span><\/p>\n<p><a href=\"https:\/\/gatlabs.com\/education\/resources\/reduce-your-spending-on-google-workspace-for-education-guide\/\" target=\"_blank\" rel=\"noopener\"><img fetchpriority=\"high\" decoding=\"async\" class=\"aligncenter wp-image-18007 size-full\" src=\"https:\/\/gatlabs.com\/education\/wp-content\/uploads\/2025\/12\/Save-with-GAT-CTA.png\" alt=\"\" width=\"1845\" height=\"695\" srcset=\"https:\/\/gatlabs.com\/education\/wp-content\/uploads\/2025\/12\/Save-with-GAT-CTA.png 1845w, https:\/\/gatlabs.com\/education\/wp-content\/uploads\/2025\/12\/Save-with-GAT-CTA-300x113.png 300w, https:\/\/gatlabs.com\/education\/wp-content\/uploads\/2025\/12\/Save-with-GAT-CTA-1024x386.png 1024w, https:\/\/gatlabs.com\/education\/wp-content\/uploads\/2025\/12\/Save-with-GAT-CTA-768x289.png 768w, https:\/\/gatlabs.com\/education\/wp-content\/uploads\/2025\/12\/Save-with-GAT-CTA-1536x579.png 1536w\" sizes=\"(max-width: 1845px) 100vw, 1845px\" \/><\/a><\/p>\n<ul>\n<li aria-level=\"1\">\n<h3>Manage Large Files in Your Domain<\/h3>\n<\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Once you have identified storage-eating files and Drives, decide how to manage overstock files. These are sample steps; customize them for your institution.<\/span><\/p>\n<ol>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Delete duplicate files belonging to the same user or group across the domain.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Download large videos and other heavy files from Drive via <\/span><a href=\"https:\/\/takeout.google.com\/\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">Google Takeout<\/span><\/a><span style=\"font-weight: 400;\">, save them in a secure location (such as an external disc), and delete them from Drive.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Transfer any files that many users need from individual Drives to shared Drives and give the relevant group access to them.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Message high-storage users and ask them to remove large private files. You can send them <\/span><a href=\"https:\/\/support.google.com\/a\/users\/answer\/14300711?sjid=16158029505509570051-EU\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">this Google tutorial<\/span><\/a><span style=\"font-weight: 400;\"> on freeing up storage space.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><a href=\"https:\/\/support.google.com\/a\/answer\/12002975?hl=en\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">Set cloud storage limits<\/span><\/a><span style=\"font-weight: 400;\"> for each student and staff member.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Implement a storage policy for your educational domain (if it doesn\u2019t already exist) and good practices for cloud storage usage (see Section 3).<\/span><\/li>\n<\/ol>\n<h2>2. Maximize Your User Accounts Audit<\/h2>\n<p><span style=\"font-weight: 400;\">Inactive user accounts in your Google Workspace for Education domain occupy space and can generate excessive license costs. Review them regularly to manage them properly, especially at the beginning and end of the school year.<\/span><\/p>\n<ul>\n<li aria-level=\"1\">\n<h3>Identify Inactive Accounts<\/h3>\n<\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Graduated students, ex-staff members, and other inactive users are apparent candidates for deletion in Google Workspace for Education. Identifying accounts of alumni and former teachers won\u2019t be complicated, but you may still find some forgotten or redundant accounts created long ago in your domain.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">School admins can quickly identify all inactive user accounts by applying the custom <\/span><a href=\"https:\/\/gatlabs.com\/knowledge\/tech-tips\/find-inactive-accounts\/\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">\u201cLast login\u201d filter <\/span><\/a><span style=\"font-weight: 400;\">in GAT+. They can then suspend or remove these users in bulk to free up more Google storage.<\/span><\/p>\n<ul>\n<li aria-level=\"1\">\n<h3>Organize Inactive Users\u2019 Files<\/h3>\n<\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">When considering modifying the status of an inactive account, remember that each user has certain data stored in their account that may be worth keeping. For instance, in the case of a teacher who is leaving, this can be class resources or student grades.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">You have several options for managing these files: turn them to read-only mode, share them with another user, archive them, or delete them. Choose the best option according to your teachers&#8217; and students\u2019 needs.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">With the GAT Suite <\/span><a href=\"https:\/\/gatlabs.com\/knowledge\/tech-tips\/transfer-files-ownership-of-a-suspended-user\/\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">file management feature<\/span><\/a><span style=\"font-weight: 400;\">, you can transfer the ownership of files owned by the users you want to suspend. It allows changing the owner of a selected file, moving the file (with inherited permissions lost in the process), or denying the former owner\u2019s access.<\/span><\/p>\n<p><b>Most importantly, in the case of many large files, GAT Suite enables quickly making bulk ownership changes.<\/b><\/p>\n<p><iframe title=\"GAT Unlock: How to Transfer Files Ownership?\" width=\"800\" height=\"450\" src=\"https:\/\/www.youtube.com\/embed\/ZlhLg2oJ7Vg?feature=oembed\" frameborder=\"0\" allow=\"accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture; web-share\" referrerpolicy=\"strict-origin-when-cross-origin\" allowfullscreen><\/iframe><\/p>\n<p><em><span style=\"font-weight: 400;\">Note: The user account must be active for the ownership change to succeed. While suspended, access to this account\u2019s files is blocked. After transferring all necessary files, you can suspend and <\/span><a href=\"https:\/\/gatlabs.com\/knowledge\/tech-tips\/deleting-suspended-accounts\/\"><span style=\"font-weight: 400;\">delete the account <\/span><\/a><span style=\"font-weight: 400;\">from Google Workspace to reduce the number of files and paid licenses in your domain.<\/span><\/em><\/p>\n<h2>3. Establish Good Practices for Cloud Storage Usage<\/h2>\n<p><span style=\"font-weight: 400;\">Over time, the regular admin tasks mentioned above can reduce the domain\u2019s storage usage. In addition, students and teachers can contribute to keeping your Google Workspace for Education in order. Share this checklist with them to get support in your efforts to optimize the domain storage management.<\/span><\/p>\n<p>\u2714\ufe0f <a href=\"https:\/\/drive.google.com\/settings\/storage\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">Check your individual Google storage status<\/span><\/a><span style=\"font-weight: 400;\">.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">\u2714\ufe0f Review My Drive with File Size Filter. Consider whether you still need all the large files stored there, especially old, duplicated, and unused data.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">\u2714\ufe0f Clean up your Google Photos. Your school account isn\u2019t meant to store your private pictures; school photos are saved in a dedicated shared drive.<em> (Note to the school admin: you can also <a href=\"https:\/\/gatlabs.com\/knowledge\/tech-tips\/remove-user-profile-photos\/\" target=\"_blank\" rel=\"noopener\">remove all user profile pictures in bulk<\/a> using a single workflow in GAT Flow).<\/em><\/span><\/p>\n<p><span style=\"font-weight: 400;\">\u2714\ufe0f Consider whether you can export, download, or transfer the big data you store in your Google account.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">\u2714\ufe0f Empty your Gmail spam folder and delete unnecessary newsletters.\u00a0\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">\u2714\ufe0f\u00a0 Remove large email attachments. First, save all necessary files on your computer or an external disc.<\/span><\/p>\n<h2>Closing Thoughts<\/h2>\n<p><span style=\"font-weight: 400;\">Detailed audits of files and user accounts are your pathway to avoiding extra costs for exceeding storage limits and keeping your school domain clean and tidy.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Regularly reviewing your school domain will help you free up storage in Google Workspace for Education. Unlock new management opportunities with <\/span><a href=\"https:\/\/gatlabs.com\/education\/products\/gat\/\"><span style=\"font-weight: 400;\">GAT Suite<\/span><\/a><span style=\"font-weight: 400;\"> and save money, time, resources, and cloud storage.<\/span><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Optimize your management and free up storage in Google Workspace for Education so you can continue enjoying its multiple functionalities for the same price next school year.<\/p>\n","protected":false},"author":12,"featured_media":11230,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"content-type":"","inline_featured_image":false,"footnotes":""},"categories":[26],"tags":[],"class_list":["post-11227","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-elearning"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v27.4 (Yoast SEO 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